Workflow for PPCL

This article explains how to create, complete, report on, and maintain a PPCL for a configured location. It is intended for managers, inspectors, engineers, and reviewers who work with risk assessments and follow-up recommendations.

Before You Get Started

• The location must already contain its structures, areas, systems, and assets.
• The location must have an active control regime. The control regime determines the assessment forms, required readings, risk thresholds, and report type.
• A risk assessment covers one location and one control regime. Items from another control regime cannot be added to the same assessment.

Create the PPCL risk assessment

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 dropdown and select Create new risk assessment.
3. In the Create Visit panel, set the required Date.
4. Select Assignees, or choose Leave unassigned.
5. Set Requires back-office review and check the pre-filled Visit name.
6. Under Scope, select Choose location and choose the structures, areas, or systems to assess.
7. Select Add job, then Create visit.

Creating a risk assessment requires the Manager role or above. Fieldwork can be assigned to an engineer.

Set the assessment scope

1. Open the risk assessment.
2. On the overview, select the Scope for analysis card.
3. In the Change scope picker, select the structures, areas, and systems to include. Selecting a parent also selects everything beneath it.
4. Select the Confirm button shown as a check mark at the top of the picker.

Assets are included through the structures and areas in scope. Individual assets cannot be selected directly in the scope picker. The first selected item sets the control regime for the assessment; items from another regime are disabled. Create a separate assessment for those items.

Complete the assessment

Use the four data-collection stages and then complete the review stages.

1. Open Location under Things to do. Complete Responsibilities, Description, the regime-specific sections, and Building evaluation when it is shown. Save each item, then select Mark as done.
2. Open Systems. Select a system and complete General, Linked Assets, Schematics, Parameters, and Assessment. Save the required fields. When complete, the save action becomes Confirm assessment.
3. Open Areas. For each area, complete General, Facility Type, Control Regime, and Parameters. Save the area, then set Satisfactory or Unsatisfactory under Status if you need to override the automatic result.
4. Open Assets. For each asset, check General, complete Parameters, and review the linked records. Save the readings, then use Assessment to set Satisfactory or Unsatisfactory when required.
5. Open Logbook & Activities. Select an asset type, open the Activities tab, answer each question, and select Save. Repeat for each asset type, then select Mark as done.
6. Review Control Schema and Technical Recommendations, then select Mark as done for each stage.

Under an enforcing control regime, manual assessment controls remain disabled until all required parameters have been filled in and saved. An automatic satisfactory result means that no active rule reported a violation; it does not confirm that every item was checked.

Review and approve recommendations

Read automatic recommendations before treating them as active work.

1. Open the assessment's Technical Recommendations stage, or open the location's Recommendations tab.
2. In Filters, set Status to Needs Approval, then select Apply Filters.
3. Open a recommendation and review Suggested activities, Problem, Solution, Priority, and any evidence under Attachments.
4. Select Update & review to approve it, or select Dismiss, enter a reason of at least 10 characters, and confirm.

Readings that cross a control-regime threshold can create draft recommendations automatically. A draft remains a proposal until it is approved or dismissed.

Write the conclusion and finish the assessment

1. Mark Location, Systems, Areas, Assets, Logbook & Activities, Control Schema, and Technical Recommendations as done.
2. Open Risk Conclusion.
3. Review the Risk gauge and the scores for each risk group.
4. In Executive Summary, enter the conclusion, or select Generate to create a draft. Review and correct generated text, then select Save.
5. Select Finish assessment in the footer.
6. Read the warning in the Finish risk assessment? dialog and select Finish assessment again.

Finishing is irreversible. It locks the conclusion and completes the assessment. Generate the report before finishing.

Generate and download the PPCL report

1. In Risk Conclusion, open Generate Report.
2. Confirm the read-only Report Type, Site, and Risk Assessment values. The report type reads PPCL — Plan de Prevención y Control de Legionella when the location uses the applicable control regime.
3. Optionally select a Report Preset.
4. Optionally enable or disable Libro de Registro and Incidencias for this report.
5. Select Generate Report.
6. When the status changes to Ready, select Download to save the PDF.

The report covers the full assessment scope. To change the report content, change the assessment scope before generating the report. After the assessment is finished, generate a new copy from Documents > Generate Report.

Maintain the PPCL

Schedule approved work

1. Approve the recommendation first. Its suggested activities are added to the control scheme at their selected frequency.
2. Open Scheduler and select To plan.
3. Open the recommendation's planning card, confirm the date, time range, and Assignees, then select Schedule.

One-time activities appear with a One-time label. Recommendations aimed only at a structure or the location do not create planner cards.

Verify completed recommendations

An approved recommendation closes automatically when every suggested activity has a completed job. If work was completed outside the platform, open the recommendation from the asset's Recommendations tab, select Complete, add optional verification notes, and confirm with Close recommendation. If no completed job is linked, select Close anyway only after verifying the work; this is recorded as a forced close.

Start a follow-up assessment

Create a new risk assessment when the location needs to be reassessed. In the new assessment, approved recommendations from the previous assessment appear as carried-forward items when they remain open. Use the asset's Recommendations tab to compare completed work, including Before and After photos, job results, and completion dates.

Video walkthrough

1. 7Maintain and Follow Up