Workflow for PPCL

This article explains how to create, implement, and maintain a Plan de Prevención y Control de Legionella (PPCL) for a water installation using BriqSafe's risk assessment and compliance tools. It is intended for managers, inspectors, and engineers involved in managing legionella compliance at a location.

Note

Required role: Manager (creation), Inspector (data collection), Engineer (report generation)

Create a Risk Assessment for PPCL

Start a risk assessment for a fully set up location to cover the structures, areas, systems, and assets under the relevant control regime.

1. Open the location and go to its Structures tab.
2. On a structure card, select Create risk assessment . If assessments already exist, open the card's dropdown and choose Create new risk assessment .
3. In the panel, pick the risk assessment activity type configured for your organisation's jurisdiction; the control regime drives the assessment forms and thresholds.
4. Set the assessment's scope and scheduling details, then create the assessment.

Note: Only users with Manager role or higher can create risk assessments. One assessment is tied to a single location and must stay within a single control regime.

Collect Compliance Data During the Assessment

Use the four data collection phases—Location, Systems, Areas, and Assets—to gather compliance details and assessments.

Location-Level Assessment

1. Open the risk assessment and select the Location stage.
2. In the left list, work through Responsibilities , Description , and all regime-specific sections.
3. Fill in all required fields on each form, then save.
4. Mark the Location stage as done once all sections have saved values.

Note: The sections vary by the location’s control regime and are independent of area types.

Systems-Level Compliance Data

1. From Things to do , open the Systems tile and select a system.
2. In the General section, fill System Name , Operational Status , and Description .
3. Complete the Parameters section with regime-specific readings.
4. Review Linked Assets and Schematics .
5. Set the Assessment toggle to Satisfactory or Unsatisfactory and choose Confirm assessment .
6. Use View Structures from the header to manage structures separately.

Area-Level Compliance Data

1. From Things to do , open the Areas tile and select an area.
2. In the General section, enter Area Name and optionally, a Description .
3. For rooms, set Occupancy to In Use or Vacant .
4. Override Facility Type or Control Regime if necessary (optional).
5. Complete the Parameters section with readings.
6. The area is automatically assessed once all fields are complete; adjust the Satisfactory/Unsatisfactory toggle if needed.
7. Choose Save changes .

Asset-Level Compliance Data

1. From Things to do , open the Assets tile and select an asset.
2. In the General section, add photos, enter the required Asset Number , optionally enter QR Code , and set Network Position .
3. Complete the Parameters section with compliance readings.
4. Optionally review Linked Systems , Sensors , Linked Assets , and Cases .
5. In the Assessment section, set Satisfactory or Unsatisfactory and choose Confirm assessment .

Note: The assessment toggle becomes enabled only after parameters have been saved at least once.

Override Automatic Assessment

1. If the automatic satisfactory/unsatisfactory evaluation is incorrect, open the object (area, asset, or system) and scroll to its Assessment or Status section.
2. Change the toggle to Satisfactory or Unsatisfactory .
3. Save the object (use Confirm assessment on assets and systems, Save changes on areas).

Note: Once saved, you cannot clear the override back to no status, only switch between the two states.

Monitor Assessment Progress

Track overall completeness and remaining work using the Risk Assessment working screen.

1. Open the risk assessment; the header shows a completeness percentage with a progress ring.
2. The Things to do list holds the data-collection phases: Location, Systems, Areas, Assets.
3. The Things to Review list holds Logbook & Activities, Control Schema, and Technical Recommendations.
4. Open any phase to work on it and use Mark as done when completed.
5. Once all seven stages are done, the Risk Conclusion stage unlocks.

Note: Completeness reaches 100% only when every in-scope object and stage is complete.

Complete the Logbook & Activities Stage

Confirm scheduled compliance activities have been performed as required.

1. Open the risk assessment and open the Logbook & Activities stage.
2. Pick an asset-type category from the list.
3. Switch to the Activities tab to see compliance questions for that category.
4. Answer each question with Yes or No , optionally adding comments.
5. Save the answers before moving to another category.
6. Repeat for all categories, then Mark as done to complete the stage.

Review and Manage Technical Recommendations

Handle technical recommendations raised automatically or manually during assessment.

View Auto-Generated Draft Recommendations

1. Open an asset or other entity and go to its Technical Recommendations tab.
2. Review drafts under the Drafts (auto-generated) section.
3. Open a draft to see the Problem, Solution, Priority, and the triggering parameters.

Approve or Dismiss Draft Recommendations

1. Open the draft recommendation.
2. Edit details if needed.
3. Select one or more Suggested activities representing the follow-up work.
4. Choose Approve to confirm the recommendation or Dismiss with a reason to discard it.

Add Custom Recommendations

1. Open Technical Recommendations and select Add advice .
2. Choose the Entity Type and specific entity the recommendation applies to.
3. Enter the Problem, Solution, Priority, suggested activities, and attach evidence if needed.
4. Save to create the recommendation.

Review All Location Recommendations

1. Open the location and its Recommendations tab.
2. Filter by status, severity, or structure to locate items.
3. Select a recommendation to view details.

Schedule Approved Recommendations

1. In the Scheduling & Control Scheme flow, add approved recommendations as one-time activities.
2. Use the planner to assign dates and engineers for follow-up visits and jobs.

Conclude the Risk Assessment

Review the risk picture, write the conclusion, and generate the PPCL report.

Read the Risk Conclusion

1. Open the risk assessment and go to the Risk Conclusion stage (unlocked when all other stages are done).
2. View the overall risk gauge and per-risk-group scores and narrative questions.
3. Check whether the computed risk aligns with your professional judgement.

Write the Risk Conclusion Narrative

1. In the Risk Conclusion stage, expand General conclusion and enter your overall narrative.
2. Expand each risk group and fill in the Score and narratives.
3. On the right, use Executive Summary and Risk Summary fields, typing text or generating drafts.

Generate and Deliver the PPCL Report

1. Open the risk assessment and open the Generate Report section.
2. The Report Type , Site , and Risk Assessment fields are pre-filled and locked; the report type will show as PPCL — Plan de Prevención y Control de Legionella .
3. Optionally select a Report Preset .
4. Select Generate Report to start report creation.
5. When the report status moves to Ready , download the PDF or share it via email to organisation members.

Note: The report always covers the whole assessment scope; scope cannot be limited at report generation time. The report can be generated before finishing the assessment, reflecting data as it stands.

Maintain and Follow Up

Track follow-up work and carry recommendations forward in future assessments.

Verify Carried-Forward Recommendations

1. When starting a new assessment, open the affected asset’s Technical Recommendations tab.
2. Completed recommendations since the last assessment appear under Completed since last assessment , with Before and After photos and job results accessible.
3. Outstanding carried-forward recommendations remain Approved and labeled with the prior assessment date.

Complete Follow-Up Jobs

Complete any follow-up jobs linked to technical recommendations or cases to trigger automatic closure and progress.

Summary

Creating and maintaining a PPCL for a water installation with BriqSafe requires starting a properly scoped risk assessment, collecting structured data across location, systems, areas, and assets, managing technical recommendations, concluding with a professional risk narrative, and generating the formal report. Approved technical recommendations must be scheduled as follow-up work, and their completion monitored in subsequent assessments to close out compliance items.