What is BriqSafe for Legionella?

BriqSafe helps you organise legionella prevention work for each location, record assessment data, identify issues and produce compliance reports. This article explains the main parts of BriqSafe and how they fit together.

Before You Get Started

• The location must be configured with its structures, areas, systems and assets, and it must have an active control regime.
• A risk assessment covers one location only.

How BriqSafe is organised

Each location contains the building information and work needed for assessment and follow-up. Its Structures contain floors and areas. Systems belong to a structure, while assets are organised under areas and can be linked to systems.

The location's control regime determines the assessment sections, required forms and risk thresholds. It also determines the compliance activities that appear in the location's Control Schema.

Start a risk assessment

Create an assessment when a scheduled or ad-hoc review is due.

Note

Creating a risk assessment requires Manager access or higher.

1. Open the location and select Structures.
2. On a structure card, select Create risk assessment. If the location already has assessments, open the Risk Assessment menu and select Create new risk assessment.
3. In the Create Visit panel, enter the required Date, select Assignees or Leave unassigned, and set the review option and Visit name as needed.
4. Under Scope, select Choose location and choose the structures, areas or systems to assess.
5. Select Add job, then select Create visit.

The first item selected in the scope sets the control regime for the assessment. Items from another regime cannot be added to the same assessment. Create a separate assessment for them.

Work through the assessment

Open the assessment from the location's Structures tab. The assessment header shows the location, start date, control regime and completion percentage.

• Things to do contains Location, Systems, Areas and Assets.
• Things to Review contains Logbook & Activities, Control Schema and Technical Recommendations.
• The header percentage represents the number of the assessment's eight stages marked as done. Adding more data within a stage does not change the percentage until the stage is marked done.

Complete each stage and select Mark as done. The Risk Conclusion stage remains locked until the other seven stages are marked done.

Location

The Location stage records building and management information. It can include Responsibilities, Description, regime-specific sections and, where applicable, Building evaluation forms for each structure.

Systems, areas and assets

In Systems, record system details, linked assets, schematics and the required parameters. In Areas, record the area name, description, occupancy where applicable, inherited or overridden values and parameters. In Assets, record identifying details such as the asset number, network position, photos and required readings.

When all required fields have been saved, BriqSafe calculates a satisfactory or unsatisfactory result. An inspector can manually select Satisfactory or Unsatisfactory and save the assessment. The calculated result remains available in the audit trail. Clear a manual selection and save to return to automatic calculation.

An automatic Satisfactory result means that no active risk rule reported a violation. It does not mean that every item was checked and passed. An item that has not been assessed remains To Review.

Review findings and recommendations

When an asset reading crosses a threshold, BriqSafe can create a draft technical recommendation. Open the asset's Recommendations tab and review the draft's problem, solution, priority and triggering values.

1. Open Locations, select the location and open Recommendations.
2. Under Filters, set Status to Needs Approval and select Apply Filters.
3. Open a recommendation and review the suggested activities, problem, solution, priority and attachments.
4. Select Update & review to approve it, or select Dismiss and provide a reason of at least 10 characters.

Approved recommendations can be scheduled as follow-up work. Approval does not schedule the work automatically. For recommendations on an asset, system or area, the suggested activities are added to the control scheme at their selected frequency. A recommendation closes automatically when every suggested activity has a completed job. Recommendations assigned to a structure or the whole location do not become scheduled work.

Write the conclusion and finish

After all stages are complete, open Risk Conclusion. Review the risk gauge and the score for each risk group. The gauge can range from Very low to Very high, or show Unassessed when there is not enough assessed data.

1. Enter an Executive Summary, or select Generate to create a draft from the assessment data.
2. Review and correct the generated text, then select Save.
3. Generate the report in Generate Report before finishing the assessment.
4. When the conclusion is complete, select Finish assessment and confirm the warning.

Finishing is irreversible. It marks the assessment complete, freezes its conclusion scores and removes it from the default active list.

Generate and use reports

On Risk Conclusion, the report type follows the location's control regime. Select an optional Report Preset, choose whether to include Libro de Registro and Incidencias for that report, and select Generate Report. The report changes from Processing to Ready, after which Download saves the PDF.

Generate or regenerate the report before selecting Finish assessment. After the assessment is finished, the generation form and Regenerate option are hidden on the assessment. An existing report can still be downloaded, and another report can be generated from the organisation-wide Documents page.

Update the assessment scope

To change what an open assessment covers, open its overview and select Scope for analysis. In Change scope, select the structures, areas and systems to include, then select the check mark button labelled Confirm.

The scope does not contain individual assets. Assets appear through the areas and structures included in the scope. Changing the scope can reset completed stages, so review and mark the affected stages done again.

Video walkthrough

1. 3Managing Technical Recommendations