Health & Safety Xpert User Guide - Microsoft
Health & Safety Xpert User GuideSoftware bySteven MulgrewWritten byJoanna Mulgrew, Olivia Wild, Dave Price, Ed Britten, Tom Brooks & John ReesHouse Builder XL Limited House Builder XL Limited
Contents 3ContentsHOW TO USE THIS BOOK AND GET STARTED5WHAT CAN HEALTH & SAFETY XPERT DO?6INSTALLING HEALTH & SAFETY XPERT 7WORKING YOUR WAY AROUND THE SCREENSMain Menu & Creating A New Health & Safety ProjectProject Details TabHealth & Safety Policy TabPre-Construction Info TabRisk Assessments TabNotes About Risk AssessmentsCOSHH Assessments TabMethod Statement TabConstruction Phase Plan TabToolbox Talks TabManagement Documents TabHealth & Safety File Tab881012131415161719202122WHAT ARE THE MAIN HEALTH & SAFETY REGULATIONS YOU NEED TO KNOW ABOUT?The Health & Safety at Work Act 1974The Management of Health & Safety at Work Regulations 1999Construction (Design & Management) Regulations 2015Control of Substances Hazardous to Health Regulations (COSHH) 2002Employers Liability (Compulsory Insurance) Act 1969 and Regulations 1998232325262929GUIDE TO PRINTOUTS INCLUDED WITH HEALTH & SAFETY XPERT Company Health & Safety PolicyRisk AssessmentsDesigner Risk Management DocumentAcknowledgement of Risk AssessmentsCOSHH AssessmentsCOSHH Cover SheetWritten Breach of Health & Safety ProceduresMethod StatementsAccident & Incident RecordAccident & Incident Investigation FormCDM Duty holders checklistDomestic Client Responsibilities under CDM 2015Contractor Responsibilities for Domestic Clients under CDM 2015F10 FormPPE RegisterToolbox TalksToolbox Talks RegisterToolbox Talks Training Record & Record of Training CoursesPre-Construction InformationConstruction Phase Health & Safety PlanWaste Management ChecklistHand & Arm Vibration (HAVS) Exposure 44
4 ContentsHealth & Safety FilePlant Inspection & Work Equipment Inspection RecordLadder Inspection RecordSite Set Up ChecklistContractor QuestionnaireSite RulesSite InductionSite Induction RegisterSite Attendance RegisterFire PlanNoise AssessmentHealth & Safety AuditSite InspectionPermit to Work ElectricalsPermit to Work ExcavationsPermit to Work AsbestosPermit to Work Confined SpacesPermit to Work at HeightsHot Works PermitPermit RegisterExcavation Pre-Works InspectionExcavation Inspection RecordScaffolding Inspection RecordScaffolding Handover CertificateReport of Inspection Scaffold/ExcavationHarness Inspection RecordLifting Equipment Inspection RecordTERMS & CONDITIONSTerms & Conditions for Health & Safety Xpert 63636464
How To Use This Book And Get Started 5HOW TO USE THIS BOOK AND GET STARTEDThank you for purchasing Health & Safety Xpert . We hope that you will find it an invaluable tool for helping your businesstake care of the health, safety and welfare of your employees, subcontractors and the general public, while meeting therequirements of current UK health and safety regulations.What can Health & Safety Xpert do?Health & Safety Xpert produces comprehensive documentation to help your company meet the requirements of UK Healthand Safety legislation. Plus, if you use EstimatorXpress for your estimating, you can import jobs directly into Health &Safety Xpert and the software will automatically detect what documentation you may require. You can then check throughthe system’s suggestions, customise the documents to your own requirements and print the ones you want. For a completelist of the documentation produced see page 6.If you do not have EstimatorXpress , call the HBXL Sales Team on 0845 1234 065.How to use this guide and get started with Health & Safety Xpert This User Guide explains how to install Health & Safety Xpert on page 7. You will also find a detailed description of eachscreen starting at page 8. For a general overview of the main health and safety regulations you should be familiar with, seepage 23. For a detailed explanation of the documentation that Health & Safety Xpert produces, why you need it, what youdo with it and the specific regulations that apply, please turn to page 30.To obtain maximum benefit from Health & Safety Xpert , we recommend that you read through this guide before starting touse the software.Additional HelpSupport for Health & Safety Xpert is available from the Business Support Team on 0117 916 7899. Please note supportis only available with a valid Support & Updates subscription. For more information, call the Business Support Team on0117 916 7899 or email support@hbxl.co.ukAdditional Context Sensitive Help is also available on every screen by pressing the F1 key on your keyboard at any time orpressing the Help button on every screen.DisclaimerHBXL has made every effort to ensure that the information regarding Health & Safety Regulations contained in this UserGuide is accurate at the time of going to press. Its contents should be used as guidance material and not as a replacement forcurrent legislation or standards. It remains your responsibility to carefully review the information and documentation providedwith Health & Safety Xpert . If you have any queries, you should address the Health & Safety Executive for further advice.Health & Safety Xpert supplies a precedent bank of documentation and services to help meet a business’s obligationsunder health and safety requirements in the house building sector. It is a generic product for which you shall be solelyresponsible for adapting documents procedures and recommendations to meet the specific requirements of your own healthand safety needs for your specific project(s). House Builder XL shall have no liability or responsibility insofar as Health &Safety Xpert is applied by you to your business’s health and safety needs in an inappropriate way.
6 What can Health & Safety Xpert do?WHAT CAN HEALTH & SAFETY XPERT DO?Health & Safety Xpert is a really easy way to ensure that your company is giving due consideration to the health, safetyand welfare of your employees, subcontractors and the public and that you produce documentation to show that yourcompany takes its responsibility to meet the requirements of current UK health and safety legislation seriously.Health & Safety Xpert is suitable for builders, developers, architects and contractors. Simply tell Health & Safety Xpert what kind of project you are undertaking and it does the rest producing a comprehensive Company Health & Safety Policy,pre-populated Risk Assessments and COSHH Assessments, in addition to Method Statements, Pre-constructionInformation, Construction Phase Health & Safety Plan, Toolbox Talks and Health & Safety File for every job youundertake as well as much, much more.Plus, if you use EstimatorXpress , you can import your jobs directly into Health & Safety Xpert . With a few clicks, youcan review and customise and then print the documents you need to create a comprehensive health & safety file for your job.Plus you can also print out:Blank Risk AssessmentsClient Acknowledgement of Risk AssessmentCOSHH CoversheetAccident & Incident RecordAccident & Incident Investigation FormSimple Construction Phase PlanPPE RegisterToolbox Talks RegisterToolbox Talks Training RecordMethod StatementsPlant Inspection RecordSite Set Up ChecklistSite RulesSite Safety InductionSite Induction RegisterSite Attendance (Visitors) RegisterFire PlanReport of Inspection Scaffold/ExcavationHealth & Safety FileWritten Breach of Health & Safety ProceduresHealth & Safety AuditToolbox TalksWaste Management ChecklistNoise AssessmentsSite InspectionPermit to Work ElectricalsPermit to Work Excavations (Permit to Dig)Permit to Work AsbestosPermit to Work Confined SpacesPermit to Work at HeightHot Works PermitPermit RegisterExcavation Pre-Works ChecklistExcavation Inspection RecordScaffolding Inspection RecordScaffolding Handover SheetHarness Inspection RecordLifting Equipment Inspection RecordContractor QuestionnaireCDM 2015 duty holders checklistContractors Responsibilities for domestic clientsDomestic Client ResponsibilitiesHand & Arm Vibration (HAVS) Exposure RecordLadder Inspection RecordWork Equipment Inspection RecordDesigner Risk Management DocumentFor more detailed descriptions of each document, why you need it, what you do with it and the regulations that apply, pleaseturn to page 30.**PLEASE NOTE THAT THE F10 FEATURE (TAB IN THE SOFTWARE AND DOCUMENT) IS ONLY AVAILABLE FORPROJECTS THAT YOU HAVE CREATED BEFORE 31 MARCH 2015**
Installing Health & Safety Xpert 7INSTALLING HEALTH & SAFETY XPERT 1. INSTALL YOUR HEALTH & SAFETY XPERT SOFTWARE[1] Download Health & Safety Xpert software from the website.[2] Follow the on-screen instructions until the installation is complete.2. LAUNCHING HEALTH & SAFETY XPERT FOR THE FIRST TIMEBefore attempting to run your Health & Safety Xpert software, it is essential that you check that yourcomputer meets the minimum requirements below: 1GHz processor150MB Hard Drive Space512 MB RAM minimum but 1GB RAM recommendedWindows Vista*/7*/8.1/10Internet ConnectionSVGA Monitor capable of 1024 x 768 Resolution2 Button Pointing Device & Printer[1] To launch the system either double-click on the Health & Safety Xpert icon on your desktopor select Health & Safety Xpert from the Start, Programs Menu.[2] You will then be required to follow the registration wizard to fill in your company contact detailsand register your copy of Health & Safety Xpert . You can change your company addressdetails at any time by clicking on the text where your address is displayed on the Main Menu.When complete, you will then see the MainMenu appears.
8 Main Menu & Creating a New Health & Safety ProjectWORKING YOUR WAY AROUND THE SCREENSMAIN MENU & CREATING A NEW HEALTH & SAFETY PROJECTLaunch Health & Safety Xpert by double-clicking on the Health & Safety Xpert icon on your desktopor selecting Health & Safety Xpert from the Start, Programs Menu.The Main Menu will appear:From the Main Menu, you can:(a) Create a new job by clicking on New Project.(b) Open an existing job by clicking Open Project.(c) Import a job from EstimatorXpress clicking onEstimatorXpress Import.(d) Access Health & Safety Xpert Help by clickingHelp & Videos.(e) Backup and restore your Health & SafetyXpert contacts and changes clicking onBackups.(f)Access Health & Safety e-learning courses by clicking Health & Safety E-learning & Videos with certificates.Clicking New Project launches the New Project Wizard. The Wizard willprompt you to enter a Project Name.Next, you are prompted to select a Project Type. Select whichever mostclosely matches your project. If you are unsure, select All Types ofDomestic Work. Health & Safety Xpert will now auto-detect the RiskAssessments and COSHH Assessments that you may require.Click OK to create your new project.
Main Menu & Creating a New Health & Safety Project 9The Project Details screen will appear. Notice that it includes the details you entered as you created the job. To find out whatto do next, please turn to page 10.
10 Project Details TabPROJECT DETAILS TABOnce you have created, opened or imported a job in Health & Safety Xpert , the Project Details screen is displayed withthe Project Name you entered when you created the job:N.B. It is essential that you fullycomplete the Project Details tabbefore proceeding any furtherbecause the information you enterhere will appear in the documentsthat Health & Safety Xpert creates.Use the Contact button to selectContacts for Client, Site, PrincipalContractor, Principal Designer andHSE and so on.See overleaf how to edit yourcontacts.You can access your contacts at any time by clicking on Contacts on the Settings ribbon tab.
Project Details Tab 11You can also add new Contacts to the Address Book.1.Press the Contact buttonadjacent to the Contact you wish to add. The Address Book pops up.2.Click Add button. A dialog box pops up.3.Fill out the necessary Contact details.4.Select a Contact Category, if appropriate, from the Categories check boxes.5.Click OK.6.You are returned to the Address Book wherethe Contact has now been added.7.Click OK to select the Contact and return tothe Project Details Tab. To return to the ProjectDetails Tab without selecting a Contact, clickCancel.At this stage, we recommend that you import your company logo into Health & Safety Xpert as it will also appear in all thedocuments that are produced.1. On the Project Details tab, locate your Company Logographic (or other image file) on your computer using the Browsebutton.2. Once selected click Open button and it will add it in to this job.If you want to ensure your logo is used for all future jobsinstead click on the Settings ribbon tab, then click theSettings button.In the dialog box that pops up click on Logos under the titleOutput.Then click Browse button adjacent to the image and locateyour Company Logo or other image file. Once you havelocated it click Open button. It will then be available bydefault for all future jobs.
12 Health & Safety Policy TabHEALTH & SAFETY POLICY TABIn the Health & Safety Policy screen, you should review and edit the text of the Health & Safety Policy document.To edit the text simplytype into the boxes.If you want your changesto be available for use inother jobs in the future,you can save your newtext using the Save Asbutton.You will be prompted toenter a name for yournew version of theparagraph, then click OK.If you want to select thisas a default paragraphcheck the box.Alternatively, you will beable to select your ownversion for future jobs byusing the Select button.Once you are satisfied with the Health & Safety Policy,simply click the Export button to export to a PDF orWord doc.Alternatively you can click Preview to view a preview.Or click Print to print a copy.For more detailed information about the Health & SafetyPolicy and why you need one, see page 30.
Pre-Construction Info Tab 13PRE-CONSTRUCTION INFO TABIn the Pre-construction Info screen, it is essential that you review and edit the text of the Pre-construction Informationdocument because it is unique and specific to the job for which it is prepared and therefore requires you to enter your ownbespoke text.To edit the text simply type into the boxes.If you want to save any of the changes youhave made to these paragraphs for use inother projects in the future, you can do thisusing the Save As button.You will be prompted to enter a name foryour new version of the paragraph, thenclick OK.If you want to select this as a defaultparagraph check the box.Alternatively, you will be able to select yourown version for future jobs by using theSelect button.Once you are satisfied with the Pre-construction Info,simply click the Export button to export to a PDF or Worddoc.Alternatively you can click Preview to view a preview.Or click Print to print a copy.For more detailed information about the Pre-constructionInfo and why you need one, see page 42.
14 Risk Assessments TabRISK ASSESSMENTS TABIn the Risk Assessments screen, you should review and edit the text of the various Risk Assessment documents.If you are aware of additional risks onsite that are not covered by the RiskAssessments listed, you should addextra Risk Assessments to yourproject from the Health & SafetyXpert library of Risk Assessmentsusing the Add button.Or create a new Risk Assessment bypressing the New button.Having selected a Risk Assessment,by clicking on it, use the Edit buttonto review it and make changes. Seenotes overleaf for assistance.Once you are satisfied with the Risk Assessments, simplyclick the Export button to export to a PDF or Word doc.Alternatively you can click Preview to view a preview.Or click Print to print a copy.For more detailed information about Risk Assessments andwhy you need them, see page 31.
Notes About Risk Assessments 15NOTES ABOUT RISK ASSESSMENTSLegal Requirements & RecordingRegulation 3 of the Management of Health and Safety at Work Regulations 1999 requires employers to make suitable andsufficient assessment of the risks to the health and safety of their workers, or any other person who may be affected by theirundertakings and to record the significant findings of the assessments. The requirement relates also to the self-employed.The recorded assessment should be an effective statement of hazards and risks, which then leads management to take therelevant action to ensure health and safety. It needs to be part of the employer’s overall approach to health and safety.Contents All relevant hazards and risks should be addressed Consider what normally happens in the workplace or during work activity Consider who might be affected Take into account existing precautionary measures Show what control measures are to be put in place to ensure a safe system of workFormatThe Risk Assessment document provided with Health & Safety Xpert has been designed to assist in meeting the aboverequirements. A number of construction operations have been identified, together with associated risks and hazards andrecommended control measures in generic form. The format has been designed so that when completed, it will be regardedas ‘Site Specific’. The assessor is invited to select/review from those generic hazards suggested, to indicate whether they areapplicable and to add others, identifying the persons at risk and the risk product*. The assessor is also invited to select/reviewfrom the list of suggested controls those that he feels should be implemented. Space is also provided for the inclusion of othercontrols considered necessary to deal with any circumstances relating to a particular site and then recalculate the riskproduct† with the post control measures in place.DefinitionsActivity identifies the task which poses a risk. For example, when excavating a trench, working in unstable ground poses arisk. Hazard outlines the elements of the activity which have potential to cause harm. In this case, unstable sides to the trenchcould cause harm. Risk outlines the likelihood that harm will occur and the possible outcomes of the hazard. For example,unstable ground could result in trench collapse and entrapment.Risks & Quantitative EvaluationThe first Pre-Control Risk drop down box indicates the likelihood of the risk occurring during the proposed work. Thelikelihood of trench collapse and entrapment before control measures is probable. The second Pre-Control Risk drop downbox relates to the severity of the outcome, should the risk occur. For example, the potential outcome of trench collapse andentrapment is multiple fatalities.*The risk product is obtained by Health & Safety Xpert multiplying the two numbers together - in consequence, the higherthe number the more serious the matter.Controls & Quantitative EvaluationThe Control Measures are the measures put in place to reduce or avoid the risk. Assessing ground conditions and usingappropriate trench support systems are measures which reduce the risk of trench collapse and entrapment. The PostControl Risk drop down boxes relate to the likelihood and severity of the risk once Control Measures are in place.Implementing Control Measures makes trench collapse and entrapment more unlikely, but should it occur, fatalities are stillpossible.†Therisk product Post-Control is obtained by Health & Safety Xpert multiplying the two numbers together - inconsequence, the higher the number the more serious the matter.
16 COSHH Assessments TabCOSHH ASSESSMENTS TABIn the COSHH Assessments screen, you should review and edit the text of the various COSHH Assessment documents.Having selected a COSHHAssessment, use the Editbutton to review it and make anychanges.If you are aware of additionalsubstances on site that are notcovered by the COSHHAssessments listed, you shouldadd any extra COSHHAssessments to your projectfrom the Health & Safety Xpert library of COSHH Assessmentsusing the Add button. Similarly,you can delete any you think youdo not require using the Deletebu
Information, Construction Phase Health & Safety Plan, Toolbox Talks and Health & Safety File for every job you undertake as well as much, much more. Plus, if you use EstimatorXpress , you can import your jobs directly into Health &
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