Help Document
Thank you for choosing Anchem Asbestos Management Application for Asbestos Risk Management. This document is compiled keeping in mind that it should provide comprehensive support to its users and other’s who wish to be benefited by using AAMA2.0
If you are a first time user and are facing difficulties in installing the application please read the Installation manual provided within the AAMA2.0 CD ROM.
If you have doubts or ambiguity in using the AAMA2.0 Application then please refer to the contents page.
Anchem Laboratories LTD
Unit 5A
D'Arcy Business Park,
D'Arcy Way,
Llandarcy,
Neath
SA10 6EJ
Contents
Chapter 4 - Sample
Details. 13
Chapter 1 -
Start Up
To start AAMA2.0 Application, Please Double click the AAMA2.0.exe Shortcut on your desktop or: -
Windows 95, 98, 2000, Millennium
Click on Start->Programs->Asbestos Management-> AAMA2.0 Icon
Or in
Windows XP Home, Professional
Start->All Programs->Asbestos Management-> AAMA2.0 Icon
On start up a welcome splash screen will be displayed. This Splash screen displays, to whom this software is licensed and the application version number. This screen looks similar to figure 1.0
Figure 1.0
After a few seconds this screen disappears and you are presented with the following screen if the Application does not recognise its database or the database path file is corrupt.
Figure 1.1
To select a new database on either local machine or Remote server please click “Yes” or other wise please click “No” or “Cancel”.
Once you select “Yes” you are presented with a database selection screen similar to figure 1.2
Figure 1.2
If the database chosen by you is not recognised by AAMA2.0 application then you will again be asked to select a database. If you are not sure which database to select, please contact Anchem Laboratories LTD on 01792 323 223 or email Support@anchem.co.uk
If you are not sure which database
you are connected to, this can be viewed on the main menu of the application: -
Once you have selected a correct or valid Database, you are presented with a screen similar to figure 1.3
Figure 1.3
For further information on how to proceed please view the next chapter Security
Chapter 2 -
Security
AAMA2.0 is compiled with different user levels and various functionalities according to the authority of the user. For Example a User can only Add or update data in the application but he is not authorized to delete any Site plans or site details.
Similar kind of authorization exists on sample details and deleting sample images
Once the user starts the application and the database path is valid the user is presented with a login screen similar to figure 2.0
Figure 2.0
User levels and Usernames are defined by Anchem Laboratories Ltd. For information on user levels or to add or remove any user please contact Anchem Laboratories Ltd on 01792 323 223 or email Support@anchem.co.uk
Please select your username and enter your password, this section is case insensitive. If the username and password are correct you are authorized to view the main menu of the application. If you enter incorrect username or password you will receive a message similar to figure2.1
Figure
2.1
If your username and password are correct you are presented with a main menu as follows
Main
Menu
Chapter 3 - Site Details
This section of AAMA is the Site details section, this section describes how to add a new site on the application and how to use various facilities such as Adding Site image, Site plans, And attaching Bulk sample Analysis.
Site details are very much dependent on Job number so please pay extra attention while adding a new Site or updating any site details
Figure3.0 explains the important parts of a site details screen
Figure
3.0
1.
Add New
Site
Please click Button number 1 i.e. “New” and you will see that
the screen filed values goes blank. Start entering site details with the Job
number and once you have finished with entering site details please click Update
before pressing any other button.
2.
Update
To
update any altered or amended values for a site please click update. Job number
of a site can only be changed to a number that is not assigned to any other
site. If you click on job number entry field and don’t want to change the job
number please close the form using the ‘x’ mark on the right hand top
corner.
3.
Delete Site details
Once you press this Button a confirmation window asking whether you are sure to delete this site or not comes up. If you are sure you want to do this please press ‘Yes’ or press ‘No’ to cancel this Action. If you clicked ‘Yes’ and you are an authorized user the site details and the site images with respect to this job number will be deleted.
4.
Refresh Screen
If you feel for some reason the data on this page is not perfect please click ‘Refresh’ button. After the Values are refreshed you will be displayed with the last Site detail will be displayed.
5.
Add Site Plan
To add a new site plan click on ‘Add Site Plan’ button and this will prompt for a file selection box. In this selection box you can select one file format from the following list
Bitmap (*.bmp)
JPEG Image (*.jpg)
JPEG Image (*.jpeg)
GIF Image (*.gif)
Drawing Image (*.dwg)
DXF files (*.dfx)
TCW files (*.tcw) files
TCX files (*.tcx) files
DWF files (*.dwf) files
DWT files (*.dwt) files
TCT files (*.tct)|
PDF Documents (*.pdf)
After select a valid file you will be presented with a confirmation of success if for some reason the file was not added, then you will be notified with an error prompt.
Once the plan is successfully added it will be added to the list shown in Figure 3. 0 as number 12
6.
View Site Plan
To View a plan Select a plan from the list and click View, a new page with a view button appears on the screen click view and the required site Plan is visible on the screen.
Figure 3.1
If the
Plan is an AutoCAD® drawing or it’s format drawing then it open with Volo View
Express® and provides complete functionality as its provided in Volo View
Express on itself. If you don’t have Volo View Express® installed on you machine
you can install it buy executing the ‘vve201setup.exe’ which is provided
along with AAM Application. It is available in the same directory, where you
installed this application on your Hard Disk.
Figure 3. 2
If the
Site plan is a PDF Document then Acrobat® Reader is used to view the Plan
document and if you don’t have Acrobat® installed on you machine you can install
it buy executing the ‘AcrobatReader6.0.exe’ which is provided along with
AAM Application. It is available in the same directory, where you installed this
application on your Hard Disk.
Figure 3. 3
7.
Delete Site Plan
To delete a Site Plan, Please select the Plan from the list and Click ‘Delete’ on the screen. If you have full authority to perform this Action, this site will be deleted or alternatively an error message similar to Figure 3.4 will prompt on the screen. To know more about Authority and User levels please refer to Chapter 2 – Security or please contact Anchem Laboratories LTD on 01792 323 223 or email Support@anchem.co.uk
Figure 3. 4
8.
Bulk Analysis report
Bulk Analysis report can be added to a site by clicking Button Number 8 on the site details screen (Figure 3. 0) once you click on this Button a file selection Dialog box appears on the screen. Please select the required bulk sample Report from the source and this report shall be added on the ‘BULK REPORTS’ folder of the application.
Figure 3. 5
After the File is selected Microsoft Word® is used to view the contents of the Sample report.
9.
Change Bulk Analysis report
Only Manager or Administrators have the Rights to change a Bulk Sample analysis report. To change the Bulk Sample analysis report Click on Button No 9 of the Figure 3. 0. Please the required file and Microsoft Word® is used to view the contents of the Sample report.
10. Additional Site
information
Additional site information can be added to a site details by clicking on button 10 of the Figure 3. 0. This opens a new Page, which looks similar to figure3.7
Figure 3. 6
The following list gives the list of important fields of the Additional Information that can be added on this page
Site description
Scope
Legislation
General site and survey
information
Environmental Conditions
Methodology
Notes
Caveats
Assessments
References
List of abbreviations
Site Picture
Note:
Please update the Site Additional Information before you close this
page
11. Record Count
This is an information providing section. This field provides information about the number of sites exist on the database. This is used to scroll through the Database.
12. Plans Lists
Plans that are added by using button no 5 of the Figure 3. 0 are listed on this control. Plans can be Added, Deleted or Viewed.
13. Close
To exit the site details Page use button 13 of the Figure 3. 0. When you select this operation the application updates the site details before exit.
14. Find
To find a particular site details Page use button 13 of the Figure 3. 0. This button can be helpful if you are trying to search for a particular site and you know the job number. On clicking this button you will be asked to enter a job number. If the job number entered is in the database then the site details will be displayed on the screen, otherwise an unsuccessful message will be displayed.
Chapter 4 - Sample Details
Sample details are regarded as an important aspect of this application as these are the details, which can affect the Asbestos materials and steps to be taken to reduce the Exposure to Asbestos. This page provides information on specific materials identified during a survey, and also provides access to management tools that are essential in correct management.
Sample details, specially the Material Assessment and Priority Assessment score are automated to give instant Risk Assessment and provide visible features by providing different colours on different scales.
Sample details includes Sample image, which illustrates the sample location and all necessary information relating to the sample and its potential risks. These site details can be combined with site details to produce an automated ‘Asbestos Register Page.’
The following picture gives complete information about Sample details
Figure 4.0
1.
Reference Number
Reference Number is an important field in order to record sample details as this number is the identification criteria for this sample. This number is used to relate this sample with its respective priority Assessments, Control action, risk history, sample images and Management Actions.
Each reference number is unique and is considered very important throughout this application. Once you change the reference number and try to update these details the application checks if that sample reference is used by any other sample in the application.
2.
Print
Printing ‘Asbestos Register Page’ reduces the amount of time required to create such a record using word processors such as Microsoft Word® or Star Office Document® etc.
Figure 4.1
Figure 4.1 gives an example of an ‘Asbestos Register Page’ created by AAMA application, which extracts all the important information required for a register page. To view the sample image on this page please click on View button.
Any incomplete or missing information about this report can be manually entered in to the respective field.
3.
Refresh
If you feel
for some reason the data on this page is not perfect, please click ‘Refresh’
button. After the Values are refreshed you will be displayed with the last
Sample in the database.
4.
Delete
This button can be used to delete or remove any sample details from the Application. Relevant information such as Sample Image, priority assessment, Control Actions, management Action and risk history will also be deleted.
Only managers or administrators have the right to delete any sample from the application. To know more about Authority and User levels please refer to Chapter 2 – Security or please contact Anchem Laboratories LTD on 01792 323 223 or email Support@anchem.co.uk
5.
Update
To update any
altered or amended values for a Sample please click update. Reference number of
a site can only be changed to a number that is not assigned to any other sample.
If you click on Reference number entry field and don’t want to change the
Reference number please close the form using the ‘x’ mark on the right hand top
corner.
6.
Close
To exit the site details Page use button 6 of the Figure 4. 0. When you select this operation the application updates the Sample details before exit.
Note: Please update sample details before closing this page
7.
Management Actions
Management Actions are required for any positive asbestos sample. This application helps Mangers carry out respective steps to prevent staff from exposure to asbestos.
Management action Panel changes it colour from white to Pink if the Management Action is outstanding and changes to green only for Management actions, which have been completed.
Figure 4.2
The series of management Actions available to managers according to the Health and Safety manual are
Monitor Condition
Label with Warning Stickers
Use permit/Safe Systems of work
Inform
staff/Tenants/Contractors
Carry out Air Monitoring
Restrict Access
Others
When managers select ‘others’ an input box prompts on the screen and request for information.
The time scales used in Management control are
Immediate
3 months
6 months
12 months
Annually
8.
Risk History
Risk history for a sample provides vital information about the amount of risk involved with a given sample and provides information about how those risk were monitored.
Risk history requires
Date on which this assessment was
carried
Priority score that was changed
Comments which provides information
on how the monitoring was carried out
The following figure provides an example of a sample Risk history
Figure 4.3
If you enter incorrect data such as alphabets in Numeric field such as ‘Change to Material Assessment’ the error prompt similar to the following screen appears on the screen
Figure 4.4
9.
Material Assessment
Although all samples are considered equally important samples having ‘Medium’ or ‘High’ Material Assessment are of particular interest. This value is calculated according to the Health and Safety guidance. To find out more about this algorithm please contact Anchem Laboratories Ltd on 01792 323 223 or email support@anchem.co.uk
The Material Assessment score corresponds to the summation of all parameters that impact on the material. This Score and is updated when users change material assessment Parameters.
Authorised Users of this application can alter parameters for Product Type, Asbestos Type, Extent of Damage and surface treatment.
To find out
any further information about this please contact Anchem Laboratories Ltd
on 01792 323 223 or email support@anchem.co.uk
10. Material
Assessment Score
Scoring system for Material Assessment is purely based on the following algorithm
Material Scores
³ 10 High Risks
7
– 9 Medium Risk
5 – 6 Low Risk
4 £
Very Low Risk
This score is the summation of Product Type, Asbestos Type, Extent of Damage and surface treatment, as these values change material Assessment score changes automatically.
When sample details require alteration, the user can change just one parameter of Material Assessment. The score is taken for that one parameter only, as there are other parts of Material Assessment where the parameters are left undisturbed.
Note: Please change all the
parameters when changing Material Assessment
Material Assessment score for assessments whose value is less than 6 is left as blank, and is only shown if Priority assessment has been carried out.
Product type ‘Non-Asbestos’ and ‘Asbestos Removed’ will have Material Assessment score of ‘0’.
When the ‘No Access’ check box is ticked the Asbestos type is automatically changed to ‘Presumed Crocidolite’ and the score of 3 is added to Material Assessment Score.
Changes to ‘Product Type’ in Material Assessment will change the ‘Product Type’ in details field.
11. Material
Assessment Score + Priority Assessment Score
This score give the total risk for a particular sample. This score is directly proportional to the amount if risk involved in this particular sample, higher the score higher the risk.
This score is pure summation of Priority Assessment Score and Material Assessment Score.
12. Priority
Assessment
A Priority Assessment score for a sample plays an important role in defining the importance of a given sample. If the Material Assessment Score recorded is less than ‘6’ but Priority Assessment for this sample is carried out then the Total risk score i.e. the summation of Priority Assessment Score and Material Assessment Score is recorded as what ever the summation is.
A Priority score is presented as N/A on Search for sample for whom the Material Assessment Score is less than ‘6’.
A Priority Assessment score is the summation of Likelihood of disturbance, Maintenance Activity, Potential of human exposure and Normal Occupancy Activity. All these parameters determine the Priority in which extent staff can be exposed to Asbestos.
Figure 4.5
A sample priority Assessment is carried out in the above picture, which shows a high risk to the employees and other user to this space even though the Maintenance activity is low.
Note: Please change all the
parameters when changing Priority Assessment
13.
Identification
Identification for a Sample can be one of the following
Reasoned argument asbestos free
Sampled
Strongly presumed
Others
When users select ‘Others’ an input box prompts on the screen and request for information.
14. View Sample Image
To view a sample Image please click the ‘View’ Button and this shall open new page with a ‘View’ button on it. After you click on the ‘View’ the pages appears similar to the following figure
Figure 4.6
Note: Unlike site plan
Sample image cannot be zoomed or changed on this page.
15. Sample
photograph
Sample Photographs can be added by clicking on the ‘Photo’ check box if it is not already checked. Once the user selects to check the ‘Photo’ check box the user can select a photograph of the following file type
Bitmap (*.bmp)
JPEG Image (*.jpg)
JPEG Image (*.jpeg)
GIF Image (*.gif)|*.gif
To view a Sample image please refer to section 14 of this chapter
16. Control
Action
Control
Actions are required for any sample, which pose an immediate risk and which
requires attention. This application helps Mangers and management to carry out
respective steps to prevent staff from exposure to
asbestos.
Figure 4.7
Control action
Panel changes it colour from white to Pink if the Control Action is outstanding
and changes to green only for Control actions, which have been
completed.
The series of Control Actions available to managers in this application are: -
Isolate Area and restrict
Access
Urgent Decontamination under
controlled conditions
Remove under controlled
conditions
Encapsulate under controlled
conditions
Repair damaged material
Seal Exposed Faces/Edges
Environmental Clean of Debris
Others
When managers select ‘others’ an input box prompts on the screen and request for information.
The time scales used in Control Action are:
Immediate
3 months
6 months
12 months
Annually
17. Record
Count
This is an
information providing section. This field provides information about the number
of Samples exist on the database. This is used to scroll through the
Database.
18.
Surveyor
Please select a surveyor who has carried out this survey
from the list of Surveyors.
Surveyors can be added or deleted from this list by Authorised managers. To know about surveyors List please contact Anchem Laboratories Ltd on 01792 323 223 or email support@anchem.co.uk
19.
Find
It is
sometimes very difficult to find a particular sample, if you have to scroll
through the entire list manually. This button is extremely helpful in such
circumstances. On clicking this button you will be prompted to enter a
particular reference number and if the entered reference number exists in the
database then the sample details are displayed on the screen else you are
prompted with an unsuccessful message.
Chapter 5 - Search
Search in this application is considered vital, as it is easy to find samples meeting required parameters. Providing a simple and easy to use search engine enhances AAMA’s functionalities.
To know more about searching for a particular field value or samples refer to the relevant following topic. A main screen of search page looks like
Figure 5.0
Site details can only be searched using the job number or its respective building code using button 5 in figure 5.1, all other searches are based on Sample details.
All search results in AAMA can be printed by selecting the print button. The columns can be adjusted prior to printing in order to view all necessary parameters. After pressing the print button, the screen changes to the print view, from which the printer icon is selected to prompt the Windows® printer dialogue box. From here the user can select any printer available to print to.
Figure 5.1 illustrates the search in a detailed manner.
Figure 5.1
1.
Material Risk
Material risk is classified as High, Medium, Low, and Very Low risk.
Figure 5.2
To search for material risk click on search and then on the first button. Then select the criteria that you want to search for.
If there are any samples with this criteria, the samples are Listed in a separate page similar to Figure 5.3 is displayed else an failure information is displayed on the screen.
Figure 5.3
2.
Asbestos Type
Asbestos Management Application provides users with ability to search samples with specific Asbestos type.
To
search for Asbestos type please select button 2 from Figure
5.1
Figure 5.4
Select an Asbestos type from the menu presented on the right hand side of figure 5.4
And click search, results would be displayed similar to Figure 5.3 or a no result screen would be presented if no samples with selected Asbestos type exists in the database.
3.
Product Type
An entire list of product type in the Material Assessment are listed when you select to search for a sample for a particular product type
Figure 5.5 shows a similar screen, which is displayed when you want to search for a certain product type.
Figure 5.5
Select the product type and press search. If there are any samples with this criteria, the samples are Listed in a separate page similar to Figure 5.3 is displayed else an failure information is displayed on the screen.
4.
All Priority Assessment
This button is to be used when you want to list all the samples in the database and you want to list all the samples with Priority listing in a descending manner.
Priority Assessment are displayed as ‘N/A’ for samples whose Material Assessment is less than ‘6’ and no priority Assessments are carried out.
The samples are listed in a separate page similar to Figure 5.3 is displayed else a failure information is displayed on the screen.
5.
Site details
Either entering a Job Number or a Building Code can search site details. When you select this button, it prompts for an input box similar to Figure 5.6 users are requested to enter suitable data in this field.
Figure 5.6
If the field is left blank then an error message similar to Figure 5.7 is displayed on the screen.
Figure 5.7
If any samples meet this criteria, the samples are Listed in a separate page similar to Figure 5.3 is displayed else a failure information is displayed on the screen.
6.
Management Actions Completed
This search is provided to view sample for which management controls are completed. To search for this field please select button 6 from Figure 5.1. If any samples meet this criteria, the samples are Listed in a separate page similar to Figure 5.3 is displayed else a failure information is displayed on the screen.
Please click anywhere on the row for the sample and it should display sample details once you click ‘Management Control’ you will see the required values displayed in Figure 5.8.
7.
Management Actions Outstanding
This search is provided to view sample for which management controls are Outstanding. To search for this field please select button 7 from Figure 5.1. If there are any samples with this criteria, the samples are listed in a separate page similar to Figure 5.3 and displayed. If no matches occur, then only a blank table will be shown.
Please click anywhere on the row for the sample and it will display the sample details once you click ‘Management Control’ you will see the required values displayed on the screen as in Figure 5.8.
Figure 5.8
8.
Control Actions Completed
This search is provided to view sample for which Control Actions are completed. To search for this field please select button 8 from Figure 5.1.
If any samples meet this criteria, the samples are listed in a separate page similar to Figure 5.3 is displayed else a failure information is displayed on the screen.
Please click anywhere on the row for the sample and it should display sample details once you click ‘Control Actions’ you will see the required values displayed on the screen as Figure 5.9.
Figure 5.9
9.
Control Actions Outstanding
This search is provided to view sample for which Control Actions are Outstanding. To search for this field please select button 9 from Figure 5.1.
If any samples meet this criteria, the samples are listed in a separate page similar to Figure 5.3 is displayed else a failure information is displayed on the screen.
Please click anywhere on the row for the sample and it should display sample details once you click ‘Control Actions’ you will see the required values displayed on the screen as in Figure 5.9.
10. No
Access
This search is provided to view sample for which No Access Check box is checked or ticked. To search for this field please select button 10 from Figure 5.1.
If any samples meet this criteria, the samples are Listed in a separate page similar to Figure 5.3 is displayed else a failure information is displayed on the screen.
Please click anywhere on the row for the sample and it should display sample details, you will see the required values displayed on the screen as displayed in Figure 5.10.
Figure 5.10
11. Non-
Asbestos
This search is provided to view sample for which have asbestos type as ‘Non-Asbestos’. To search for this field please select button 11 from Figure 5.1.
If any samples meet this criteria, the samples are Listed in a separate page similar to Figure 5.3 is displayed else a failure information is displayed on the screen.
Please click anywhere on the row for the sample and it should display sample details, you will see that the sample’s Asbestos Type is selected as ‘Non-Asbestos’ is displayed on the screen as in Figure 5.11.
Figure 5.11
12. Asbestos
Removed
This search is provided to view a sample for which have asbestos type as ‘Asbestos Removed’. To search for this field please select button 11 from Figure 5.1.
If any samples meet this criteria, the samples are Listed in a separate page similar to Figure 5.3 is displayed else a failure information is displayed on the screen.
Please click anywhere on
the row for the sample and it should display sample details, you will see that
the sample’s Asbestos Type is selected as ‘Asbestos Removed’ is displayed on the
screen as in Figure
5.12.
Figure 5.12
13. Asbestos
Register
Asbestos Register is similar to Site details when you click on this button an input box similar to Figure 5.12 appears on the screen
Figure 5.13
If any samples meet this criteria, the samples are Listed in a separate page similar to Figure 5.3 is displayed else a failure information similar to Figure 5.7 is displayed on the screen.
Please click anywhere on the row for the sample and it should display sample details, you will see the required values displayed on the screen as Figure 5.13.
14. Specific
room
Specific room is a search, which searches for location, description or Position of the sample details. When you click on this button an input box similar to Figure 5.12 appears on the screen
If any samples meet this criteria, the samples are Listed in a separate page similar to Figure 5.3 is displayed else a failure information is displayed on the screen.
Please click anywhere on the row for the sample and it should display sample details, you will see the required values displayed on the screen.
15. Licence
required
This search is provided to view sample for which ‘Licence Required’ Check box is checked or ticked. This refers to any material that falls within the scope of the Asbestos Licensing Regulations. To search for this field please select button 15 from Figure 5.1.
If any samples meet this criteria, the samples are Listed in a separate page similar to Figure 5.3 is displayed else a failure information is displayed on the screen.
Please click anywhere on the row for the sample and it should display sample details, you will see the required values displayed on the screen.
Figure 5.14
16. Type of
survey
Every sample in the database is recorder according to the type of survey carried out on it. This Number ranges from 1 to 3 and when user selects this button user is provided with an input box where type of survey number is taken and the application starts searching for sample having this type of survey number.
Figure 5.15
If any samples meet this criteria, the samples are Listed in a separate page similar to Figure 5.3 is displayed else a failure information is displayed on the screen.
Please click anywhere on the row for the sample and it should display sample details, you will see the required values displayed on the screen.
17. Reference Number
Details
Reference number for a sample detail is the unique value, which is like an identification tag for this particular sample. It is very easy to view all details of a given sample if its Reference number is known.
Upon clicking on Button 17 of the search menu, a user is provided with an input box where reference number is taken and the application starts searching for sample having this sample number.
If any samples meet this criteria, the samples are Listed in a separate page similar to Figure 5.3 is displayed else failure information is displayed on the screen.
Please click anywhere on the row for the sample and it should display sample details, you will see the required values displayed on the screen.
Chapter 6 – Close
In order to successfully terminate AAMA Application please select the ‘Close’ button on the main form of the application.
Once the user selects this action the user is prompted for confirmation of his action, as this may have been accidentally occurred.
If the user is not sure of his action he may select ‘No’ on the following screen or if they want to close the application they can click ‘Yes’
This report is compiled to provide comprehensive if not
complete support to all its users including Managers, Administrators and Staff
members who are using Anchem Asbestos Management Application (AAMA) version
2.0.
We trust this report provides you with all the answers and may have clarified any uncertainties that may have occurred whilst working on or before using AAMA 2.0.
For further details on AAMA or to get a obtain of AAMA 2.0 please contact
Anchem Laboratories LTD
Unit 5A
D'Arcy Business Park,
D'Arcy Way,
Llandarcy,
Neath
SA10 6EJ
Tel: +44 01792 323 223
Email: Support@anchem.co.uk
Website: http://www.anchem.co.uk