Network Rail ARMS - Asbestos Risk Management System. Training Guide for use of the Import Survey Template

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1 Netwrk Rail ARMS - Asbests Risk Management System Training Guide fr use f the Imprt Survey Template

2 The ARMS Imprt Survey Template New Asbests Management Surveys and their Survey Detail reprts can be added t the Asbests Risk Management System (ARMS) using the Imprt Survey Template excel file. Each Survey Detail t be imprted is added as a single rw in the spreadsheet and the whle file can then be imprted frm the Site Surveys Perfrmed screen fr the target asset in ARMS. The Imprt Survey Template is distributed and cntrlled by Netwrk Rail. In rder t ensure cnsistency and crrect functining f imprts, it is vital that all cntractrs use the latest distributed versin f the template. The template shuld nly be used fr imprting new Asbests Management surveys and nly ne Survey can be added per template (alng with assciated Survey Detail reprts). In situatins where multiple surveys are t be imprted, multiple Imprt Templates shuld be used and each Template shuld nt cntain infrmatin fr mre than ne survey. Planned Re-Inspectin surveys and Remediatin Updates are autmatically generated by ARMS and shuld nt be imprted. The Imprt Survey Template can nly be used t imprt Surveys where the assciated Asset already exists in ARMS. The aim f this dcument is t explain hw recrds shuld be added t the Template and t describe key aspects f the imprt prcess. The Imprt Survey Prcess The steps belw describe the prcess fr imprting a single survey and its assciated survey detail reprts using the Imprt Survey Template:- Dwnlad and pen the Imprt Survey Template using the link fund n the ARMS lgin page Ppulate the template with the infrmatin fr a single survey t be imprted. Each survey detail reprt shuld be n a separate rw. Guidance fr adding an asset can be fund later in this dcument, but the basic structure f the template is shwn in the screenshts belw The field type Is the field mandatry (required)? The field name A free text field A drpdwn field

3 A cnditinally mandatry field warning Save a cpy f the template Lgin in t ARMS at Navigate t the asset fr which the survey is t be imprted, fr example via the Search Sites / Prperties r My Favurite Assets screens On the Site / Prperty Details screen, left-click n the Survey List tab On the Site Surveys Perfrmed screen, left-click n the Imprt Survey buttn fund t the tp-right f the screen If the Imprt Survey buttn is nt visible, yur ARMS accunt des nt have the crrect permissins t imprt surveys and yu may need t submit a request fr yur accunt t be updated On the Imprt Survey screen, left-click n the Chse file buttn and then select the template that yu wish t uplad frm the Open file dialg bx Use the Descriptive Captin field t add a captin fr the imprt. The captin will be used t identify the imprt Left-click n the Uplad buttn t cnfirm the imprt

4 The My Imprts Queue screen will be displayed, shwing all f the imprts that yu have perfrmed (fr bth assets and surveys) The State and View Lg clumns will update as yur imprt is prcessed and are explained in mre detail later in this dcument Mandatry Fields The table belw lists the template fields that are mandatry fr the successful imprt f an asset, alng with the input type and any restrictins applied t the input data. Field Name Input Type Restrictins Asset ID Free text Max 100 characters Site / Prperty Name Free text Max 255 characters Survey Date Date time Must be acceptable date frmat e.g. dd/mm/yyyy Survey Type Drpdwn Drpdwn values nly Primary Cntractr Drpdwn Drpdwn values nly Surveyr s Name Free text Max 255 characters Telephne Number Free text Max 20 characters Lab Test Perfrmed? Drpdwn Drpdwn values nly Survey Detail Date Date time Must be acceptable date frmat e.g. dd/mm/yyyy Building Name Free text Max 255 characters Asbests Lcatin Free text Max 255 characters Asbests Type Drpdwn Drpdwn values nly Survey Detail Cmments Free text Max 8,000 characters

5 Nn-mandatry fields The table belw lists the template fields that are nt mandatry under any circumstances, alng with the input type and any restrictins applied t the input data. Field Name Input Type Restrictins Lab Test Date Date time Lcatins Nt Inspected Free text Max 2GB Cmments Free text Max 2GB Must be acceptable date frmat e.g. dd/mm/yyyy Primary Cntractr (Detail) Drpdwn Drpdwn values nly External Name Free text Max 255 characters Flr Name Free text Max 255 characters Flr Type Drpdwn Drpdwn values nly Rm Name (if any) Free text Max 255 characters Referred t Sample Free text Max 2,000 characters Secndary Prduct Type Drpdwn Drpdwn values nly Risk Assessment Free text Max 8,000 characters

6 Cnditinal Mandatry Fields The table belw lists the template fields that can becme mandatry as a result f values selected fr ther fields, alng with the cnditins under which the field becmes mandatry, the input type and any restrictins applied t the data input. Field Name Cnditin Input Type Restrictins Lab Test Date Lab Test Perfrmed? Field is set t Yes Date time Must be acceptable date frmat e.g. dd/mm/yyyy Asbests Knwn r Presumed? Extent f Damage r Deteriratin Surface Treatment Asbests Type field is set t a value indicating that asbests is present r presumed Drpdwn Drpdwn Drpdwn Drpdwn values nly Drpdwn values nly Drpdwn values nly Prduct Type Drpdwn Drpdwn values nly Main type f activity in area Main type f activity in area - Descriptin Secndary activities in the area Lcatin Drpdwn Free text Drpdwn Drpdwn Drpdwn values nly Max 8,000 characters Drpdwn values nly Drpdwn values nly Accessibility Drpdwn Drpdwn values nly Extent / Amunt Drpdwn Drpdwn values nly Quantity f asbests present Number f Occupants Frequency f use f area Average time area in use Type f maintenance activity Frequency f maintenance activity Surveyrs recmmended actin Exact quantity f remval wrk required Asbests Type field is set t a value indicating that asbests is present r presumed Free text Drpdwn Drpdwn Drpdwn Drpdwn Drpdwn Drpdwn Free text Max 2,000 characters Drpdwn values nly Drpdwn values nly Drpdwn values nly Drpdwn values nly Drpdwn values nly Drpdwn values nly Max 2,000 characters

7 Guidance fr Ppulating the Imprt Survey Template Determining the rder f Survey Detail reprts in the Template The rder in which Survey Detail reprt recrds are added in an Imprt Template will be mirrred in the Survey Reprts Available sectin f the Site Survey screen within ARMS. It may therefre be advisable t add the rws t the Imprt Template in an rder that reflects the layut f the asset and its areas and / r the wrkflw by which the surveys were carried-ut. S that Survey Detail reprts are listed in an apprpriate rder within ARMS, they shuld be added t the Imprt Template in a lgical rder as set ut in HSG264 (Asbests: The survey guide). The guidance states that the survey shuld be perfrmed in a structured, methdical and systematic manner. Ppulating Survey-level infrmatin Each rw f data in the Imprt Survey Template represents a Survey Detail reprt fr an area with the asset being surveyed. It is als necessary t imprt the details f the Survey itself. The Survey fields in the first data rw f the Imprt Template will be used t ppulate the Survey recrd within ARMS. Any Survey-level infrmatin added in subsequent rws will be ignred. Any missing r invalid data may cause the imprt t be abrted, even if the crrect infrmatin is present in subsequent recrds. The fllwing Imprt Template fields (when in the first data rw) are used t ppulate a Survey within ARMS:- Asset ID Site / Prperty Name Survey Date Survey Type Primary Cntractr Surveyr s Name Telephne Number Lab Test Perfrmed? Lab Test Date Adding Lab Test Infrmatin The Lab Test Perfrmed and Lab Test Date clumns in the Survey Imprt Template relate t the survey itself, rather than an individual Survey Detail reprt. The Lab Test Perfrmed and Lab Test Date fields fr a Survey will always be set frm the first rw f the Imprt Template any values entered in subsequent rws will be ignred. Managing Recrds fr Large Sites Fr Assets where a large number f buildings must be added t ARMS, a cherent naming cnventin may be apprpriate: including the names areas and grupings f buildings within the asset, wuld be a suitable apprach (e.g. Eustn Statin Parcel Deck, Eustn Statin Cncurse).

8 Recrding Additinal Infrmatin The fields fund in the Survey Imprt Template are extensive and detailed, hwever it may smetimes be necessary t prvide further supprting r backgrund infrmatin fr a Survey r Survey Detail reprt. Further infrmatin can be added fr a Survey by using the Cmments field f the first rw in the template, and fr a Survey Detail reprt by using the Survey Detail Cmments field f the apprpriate rw. Uplading Dcuments, Drawings and Images The Imprt Survey prcess des nt allw fr the uplad f related files, such as dcuments, drawings r images. These files shuld be upladed in ARMS manually, nce the survey imprt has been cmpleted. Hw Des ARMS Validate the Imprt Survey Template? When a Survey Template is imprted, the Survey level infrmatin in the first rw f the dcument will be checked, alng with the details f each Survey Detail reprt. T ensure that nly valid and cmplete Survey infrmatin is added t ARMS, a Survey and its Survey Details reprts are nly imprted when n errrs are fund, i.e. it is nt pssible fr a Survey Imprt t be partially cmpleted. When an imprt has been unsuccessful, the Output Lg will identify and detail every individual errr fund within the Imprt Template. When will the Survey Imprt Prcess Fail? Ultimately, any frm f errr fund within the recrds f a Survey Imprt Template will prevent all recrds within the dcument being imprted. The list belw summarises the scenaris where an errr is identified and the imprt is nt carried- ut:- Missing Asset ID: any recrd where the Asset ID is nt present Nn-matching Survey Detail reprt Asset ID: any recrd where the Asset ID des nt match that specified fr the Survey itself (i.e. set in the first recrd) Nn-matching Survey Asset ID: when the Asset ID values are the same fr all recrds, but d nt match the Asset ID fr an Asset currently held in ARMS Invalid Survey-level infrmatin: when ne r mre Survey-level fields specified in the first rw f the template are invalid. Fr example, a mandatry field may be missing, a date may be in an incrrect frmat r a drpdwn field may cntain a value that is nt present in the prvided list Invalid Survey Detail reprt infrmatin: when fields relating Survey Detail reprts are invalid. This may be due t mandatry fields that are empty, fields where the cntent exceeds the allwed limit, incrrectly frmatted dates r a drpdwn field that cntains a value that is nt present in the prvided list

9 Viewing and Understanding the Output Summary The status f yur recent Survey Imprts can be viewed n the My Imprts Queue screen in ARMS, which can be accessed by selecting My Imprts frm the left menu. Once the imprt f an Imprt Survey Template has been cmpleted, the State fr the imprt within ARMS will be updated and the Lg will be ppulated with the Output Summary fr the imprt. Imprts that have been cmpleted successfully will have their State set t COMPLETED, while imprts that have been unsuccessful will have their State set t COMPLETED - PROCESSING ERRORS. Fr any imprt that is in prgress r has cmpleted, the Lg can be viewed t see the current state f the imprt. This can be particularly useful fr imprts that have been unsuccessful, as the Output Lg can be viewed t identify the assets that have failed t imprt and the reasn(s) fr the failure. T view the Output Lg, left-click n the Output dialg bx. icn fr the required imprt item t display the Lg The abve image shws the Lg Output fr a Survey imprt that failed due t an incrrect value being prvided fr the Secndary Prduct Type field fr a recrd relating t the rm called 798 Car Park. The infrmatin included in the lg can be used t easily identify the recrd within the template. A Lg Output culd shw multiple errr messages fr the same imprt.

10 Hw many Survey Detail Items can be Included in an Imprt Template? ARMS places n restrictins n the number f Survey Detail Items that can imprted r updated using a single Imprt Template. Hwever, it is imprtant t remember that larger imprts will take lnger t cmplete.

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