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Garrison and Estate Management System

System Work Instruction

Create / Update Asbestos Environmental Factor Record in Defence SAP

Create / Update Asbestos Environmental Factor Record in Defence SAP V0.1 2

Document Administration Document Properties Author Tania Shaw Document Version 0.1 Status Published Classification Unclassified Date of Issue 02/08/2017 Revision History Related Documents Approvals

Name Title Signature Date Angie Lagos


Table of Contents

Document Administration .............................................................................. 2

Purpose ......................................................................................................... 4

Roles ............................................................................................................ 4

Business Processes ........................................................................................ 5

SAP System Processes ................................................................................... 8

Create Environmental Factor Record - Asbestos ................................................ 8

Change Environmental Factor Record – Direct Entry………………………………………………25

Change Environmental Factor Record – EFR Download / Upload…………………………..28

Additional Information………………………………………………………………………..35

Reporting…………………………………………………………………………………………..35 Support……………………………………………………………………………………………..35


The purpose of this document is to assist the user to create and or update an Asbestos Environmental Factor Record in the Defence SAP System.

Roles and Responsibilities The following roles are involved in this process: EMOS Requester (off system role) Hygienist (off system role)

1. Purpose


The following Business Processes must be considered throughout this workbook:

Process Step Process Description

Trigger Survey, Re-inspection, Reactive Works requested (new asbestos instance detected).

Does the EFR exist? NO

1.11 Responsible Role: EMOS 1. Create an Environmental Factor Record

2. Create and download an EFR AIF (Adobe Interactive Form)

1.12

Responsible Role: EMOS

1. Once the record is created and the EFR AIF is downloaded, the EFR AIF is sent to the Requestor via email.

Does the EFR exist? YES

1.13


1. Update the EFR Record with the new information.

1.14

Responsible Role: EMOS 1. Select the Upload / Download functionality to download an AIF (Adobe

Interactive Form) which holds Asbestos information.

2. Send the AIF to the Requester via email (Process 1.12).

1.15 Responsible Role: Requester

1. Check the AIF Form and send it to the Hygienist via email.

1.16

Responsible Role: Hygienist 1. Complete the Asbestos inspection, and document data on the EFR AIF. 2. Email the EFR AIF back to the Requestor with supporting documents.

1.18


1. Receive the completed AIF and checks the document for correctness.

2. Business Processes


1.19


1. Upload the AIF into the SAP system using the Upload/Download functionality.

Was the Data Upload successful? NO

1.20


1. If the system displays anomalies with the upload process, review and update the record.

Is additional information required? NO

1.19


1. Re-upload the EFR AIF into the SAP System. [Complete step 1.19]

Is additional information required? YES

1.21 Responsible Role: EMOS

1. If additional information is required send the EFR AIF back to the Requestor/Hygienist for further input. [Complete step 1.18]

Was the Upload successful? YES

1.22


1. Once the record is successfully uploaded into the system, the information/data including any supporting documents is made available and accessed through the Provisioning of Info Processes (3.1 / 4.1 / 5.1 / 6.1).

1.23 1. Updated Asbestos data can be accessed by HRU/Contractors/Planners & Facilities.

2. The Asbestos Provisioning of Info Process is followed.


EMOS

Requestor

Requestor

HRU/Contractors/Planners &

Facilities

Requestor

1.1 Create/Update Asbestos Environmental Factor Record

Trigger

Survey, Re-inspection, Reactive Works (new asbestos instance detected)

End

Does the EF Record exist?

Does the record need to

be updated

End

Create Environmental Factor Record. Create

AIF

Send AIF to Requestor via Email

Update EF Record

bO

YES

bO

YES

Send EFR AIF to Hygienist

Complete vA check & email with supporting

documents to EMOS

Receive EFR AIF and supporting

documents

Upload EFR AIF to SAP

Data Upload Successful

YES

bO

Review/ update Record

Additional Information

Required

bO

YES

Hygienist/Requestor input

required

Receive updated data & supporting

documents if required

Associate Work Orders/Projects/Sponsored Works

1.12

1.15 1.17

1.11

1.22

1.18

1.20

1.21

1.13

1.23

1.19

SAP System

Task

Outside of SAP

Create AIF & add supporting

documents if required

AIF: EFR Adobe Interactive dynamic PDF file allowing information to be entered and uploaded to update the EFR

1.14

Hygenist Complete inspection,

EFR AIF &email to Requestor

with Supporting documents 1.16


1. SAP System Process Steps

Create Environmental Factor Record (EFR) - Asbestos The following needs to be considered when creating an EFR: A Property Environmental Profile (PEP) needs to exist EFR’s are created within a PEP An EFR can only belong to one PEP

The following Role will create the Asbestos Environmental Factor Record. EMOS (Asbestos National Program Manager)

Overview

Environmental Factor Records are individual records created within a Property Environmental Profile. An EFR captures the specific occurrence of an environmental aspect on the Defence Estate. A PEP must exist before an EFR can be created. The process of creating an EFR is the same for each Factor Type.

Item/Step Description/Action

Menu Path

Home Page > Risk Compliance & Environmental Management > Environmental Management > Environment Factor Management

Detailed Navigation

From the Detailed Navigation Menu select the Environmental Factor Management Link.

Property Environmental Profile Initial Window

From the Property Environmental Profile (PEP) window search for the PEP.

1. Expand the ADO Hierarchy on the left of the screen.


2. Select the Queensland expand arrow.

3. Select the Brisbane expand arrow.

4. Select and highlight the Functional Location PR 20/0129 /

Gallipoli Barracks

5. Click on the Change icon to display the PEP for Gallipoli Barracks.

Property Environmental Profile (PEP)

The Property Environmental Profile for the Property Functional Location is displayed.

The PEP Summary Window displays a summary of PEP information.

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Asbestos Environmental Factor Type

To create an Asbestos record click on the Asbestos Environmental

Factor Type icon .

1. Select the EF Records tab .

All EF Asbestos Records for the Property Environmental Profile are displayed.

2. To create a new Asbestos Record click on the Create icon

Asbestos Display Window (EFR General Tab)

From the Asbestos Display Window select the EFR General Tab

to enter the details for the new record.

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All fields marked with an asterisk (*) are mandatory fields and must be completed.

Complete the following fields: 1. EFR Title: Enter the title for the Asbestos record.

Check the business rules on naming convention for all newly created Asbestos record. 2. Asbestos Presence: Select from the drop-down list to indicate the

status of the reported Asbestos.

3. Initial Risk Rating (Optional field): Select from the drop-down

list to assign an initial risk rating.

The Risk Rating can be changed once further investigation has been completed. 4. Date Surveyed: The date surveyed is the date the Asbestos was

detected. Select the date from the Calendar window.


5. Description: Enter a full description about how the Asbestos was

detected e.g. Contractor performing work uncovered insulation material containing possible Asbestos.

The Description field allows 256 characters. 6. Location: Specify the exact location of where the Asbestos was

located e.g. Panel 2, west wall, room 207, 2nd floor.

7. Control: The Control field will specify how the Asbestos will be managed for now. Select the appropriate action from the drop down list.

8. Control Rationale: The control rationale refers to how the instance is made safe until further recommendation from the inspection.

9. Comments (Optional): This field is optional but it is recommended

that as much information and detail is provided about the Asbestos occurrence e.g. what occurred after the Asbestos was detected.

10. Reported By: The system will populate this field with the person

who is creating the record.

11. Date Reported: This is the date that the record is created in the system.

12. Sample ID: The sample ID refers to the Lab test result that

produces a unique number for that Asbestos instance.

When the record is created prior to the inspection being completed or the result of the test lab has been finalised, TBA can be inserted.

13. Asbestos Type: From the drop-down list select the type of Asbestos.


14. Application: The Application field refers to the material or

equipment that the Asbestos was detected in. Select from the drop-down list options.

15. Material: The Material field refers to the material or type of equipment the Application is made of. Select from the drop-down list options.

16. Quantity: The Quantity field identifies the size of asbestos detected and relates to the UOM (Unit of Measure) field e.g.

1.000-Square Meter.

17. UOM: Select the Unit of Measure from the drop-down list.

18. Condition: The Condition field rates what state the Asbestos is in, and whether it poses any immediate threat. Select the Condition from the drop-down list.


19. Accessibility: The Accessibility field stipulates whether access to the Asbestos is possible. Select from the drop-down list.

20. Labelling: The Labelling field specifies whether the area of where

the Asbestos has been detected has been identified and labelled with the appropriate sign. Select from the drop-down list.

21. Stakeholders: Stakeholders e.g. any person involved in the management of this Asbestos instance can be added to the record.

- Select the Add icon

- From the Stakeholder window select the Stakeholder Type: Defence / Contractor and click OK.


- Search for the name of the person by clicking on the search

Icon and on the Business Partner Number: All Values window enter the search criteria e.g. Name 1/last name and Name 2/first name and click on the Start Search

icon.

- Select the required name by clicking in the left box to highlight

- Double click the highlighted area to populate the Stakeholder window.


- Select the Role from the drop-down list and click Ok.

Click the Save icon to save the record before proceeding.

Saving the information will create the new Asbestos EFR (Environmental Factor Record). The record can be updated by either: Direct entry Downloading an AIF (Adobe Interactive Form) from the SAP

System entering the data and Uploading the AIF into the SAP system. (See next section for process).

Objects Tab

The Objects Tab enables the user to reference objects e.g. identifying the exact location or piece of equipment where the Asbestos has been detected: Functional Location Equipment EFR (Environmental Factor Record)

1. From the Asbestos Window select the Objects tab

Click on the Add icon


2. From the Object window select the Functional Location

Structure Radio Button to add reference to a building space (BS) e.g. BS30/3155/1/13 Store 3.

3. Select the Object and click the OK icon.

4. The Functional Location Object is added to the Asbestos Record.


Reference to a piece of Equipment can also be done by selecting the Free Selection Radio Button from the Object window.

1. Select an Object type: Equipment.

2. Search for the Equipment Object by completing the search criteria.

3. Click the on the Search icon

4. Highlight the Equipment Object and click the OK icon.


5. The Equipment Object is added to the Objects Tab.

Functional Location look-up: Refer to the Additional Information section at the end of this document on how to Lookup a Functional Location using the Sort Field. Functional Location / Equipment Master Data By selecting the Object Link the actual Master Data / Data can be Display for the added Object. Functional Location


Equipment

Reference to other Environmental Factor Records can also be added as Objects.

Projects / Work Order Tab

In the same way Objects are referenced in an Asbestos EFR, Projects and Work Orders can also be associated with an Asbestos EFR. The Status of the Work Orders can also be viewed from this area.

1. Select the Free Selection radio button. 2. Select / tick the Work Order box.

3. Use the search criteria e.g. Functional Location to search for the

Work Order.

4. Highlight the Work Order and click OK.


5. The Work Order Activity Type is added to the Projects / Work Order tab.


6. By selecting the link under the Project / Work Order section the

Work Order data can be displayed.

In the same way that a Work Order Activity Type can be added, A Project will also be able to be referenced.

Compliance Tab

The Compliance Tab displays information about compliance for an Environmental Factor Record (EFR) with regards to any Environmental Protection Agency (EPA) notification/s.


Risk Tab

The Risk Tab is a display tab only. The Risk Assessment information is contained in the Risk Management and Compliance function. An EF Record is associated to the Risk and the data gets pushed into the EF Record from the GRC module.

Hazards Tab

Hazard Records associated with the Asbestos EFR is listed in this section. The data gets pushed into the EF Record from the Health & Safety function.

Incidents Tab

Any Incident Records associated with the Asbestos EFR is listed in this section. The list of Incidents including the displayed information comes from the Health & Safety function.


Notes Tab

The Notes tab allows the user to add and view general notes for that particular Property Environmental Profile (PEP) and Environmental Factor Type. Notes can be entered at the PEP level for each Factor Type.

Documents Tab

The Documents Tab allows the user to view or enter Objective links to any supportive documents associated with the PEP or EFR.

1. To view a document click on the link under the Object ID.

1

2


2. To add an Objective link, click the Add icon . The Objectives / Upload Objective Link window is displayed.

3. Click the Browse icon to reference the document in Objective.

4. Click Ok to load the link in the Document tab section.

Change Environmental Factor Record (EFR) Asbestos – Direct Entry

Item/Step Description/Action Menu Path


Detailed Navigation

From the Detailed Navigation Menu select the Environmental Factor Management Link.

Property Environmental Profile Initial Window

From the Property Environmental Profile (PEP) window search for the PEP.

1. Expand the ADO Hierarchy on the left of the screen.

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4


2. Select the Queensland expand arrow.

3. Select the Brisbane expand arrow.

4. Select and highlight the Functional Location PR 20/0129 / Gallipoli Barracks

5. Click on the Change icon to display the PEP for Gallipoli Barracks.

Property Environmental Profile (PEP)

The Property Environmental Profile for the Property Functional Location is displayed.

The PEP Summary Window displays a summary of PEP information.

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3

4

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Asbestos Environmental Factor Type

1. To change an Asbestos record click on the Asbestos

Environmental Factor Type icon .

2. Select the EF Records tab . All EF Asbestos Records for the Property Environmental Profile are displayed.

3. Select the Asbestos record by highlighting it.

4. Click the Change icon to change an Asbestos record.

Once the changes have been completed the record must be

saved

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3


Change Environmental Factor Record (EFR) Asbestos - EFR Download / Upload

Overview

Adobe Interactive Form (AIF) An AIF is used to provide information of an EFR. The form is downloaded from the GEMS SAP System and then emailed to external parties to complete and send back. The AIF is uploaded in the system and the EFR is updated. The AIF can be used for all Environmental Factor Types. When an AIF has been downloaded e.g. Asbestos, the record is locked until such time that the AIF is uploaded again.

Item/Step Description/Action

Menu Path


Detailed Navigation

From the Detailed Navigation Menu select EFR Download/Upload link.

EFR Download and Upload Details Window

From the EFR Download and Upload Details Window select the

Download New Form icon .


EFM Generate and Download New Forms

1. From the EFM Generate and Download New Forms display

window click in the Functional Location Field and select the search

icon to search for the Functional Location.

Functional Location

2. Double click on the required Functional Location to populate the

field.

Criteria

3. Under the Criteria section, click in the Factor Type field and

then click on the search icon .

4. Double click on the Asbestos Factor Type to populate the field.

5. Enter the number of forms that need to be generated.

6. Click the Execute icon in the top right corner.

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7. Click Run to continue.

8. Select or enter the name of the folder where the AIF will be

downloaded to. Click the Open button.

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The EFM Generate and Download New Forms window displays with the following message: ‘New form downloaded successfully’.

Click the Close icon in the top right corner of the screen. The EFR Download and Upload details screen displays showing the Download status of Complete.

Refresh: Scroll down to the bottom right hand corner of the EFR Download and Upload Details screen and click on Refresh

to update the details.

8


New EFR AIF Files will not have an EFR ID until the AIF has been successfully uploaded.

New Environmental Record Factsheet

To display the EFR AIF navigate to the file in the folder it was saved in. The new Environmental Factor Record AIF is displayed.

The EFR AIF is attached to an email and sent to the person requesting an Asbestos inspection/survey. Once completed the form is sent back via email and saved to the Folder for Upload. Environmental Factor Record Factsheet: Asbestos

1. Select and complete all required details. All mandatory fields (identified in red) will need to be completed with the updated information prior to the Upload process.

2. Click the save button.


The system will not accept an unchanged file but will attempt to Upload all the AIF files. It is recommended that a specific “Upload” folder is maintained for all new and updated EFR AIF’s and that all previous files are moved to a completed folder.

Detailed Navigation

From the Detailed Navigation Menu select EFR Download/Upload link.

Uploading an EFR Adobe Interactive Form

1. From the EFR Download and Upload Details window select the

Upload Forms icon

2. Select Run to run the application.

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3. Select or enter the name of the folder where the AIF will be downloaded to.

4. Click the Open button.

EFR Upload Forms window

The Upload is confirmed by a green tick in the FileCheck column and a message is displayed in the Message column stating that the “Uploaded file and updated EFR table successfully” completed.

If a red cross appears in the FileCheck column the file was not successfully uploaded.

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Click on the arrows in the top right corner to access the Display Log to identify the cause of the upload error.

Once the error has been rectified the file can be uploaded again. Click to close each additional window.

Additional Information

GEMS IH06 Display Functional Location Using Existing Estate Hierarchy Number [04 Quick Reference Guides]: DisplayGRIP

Reporting

ZEF002 Display EFR Associated Records / Display Environmental Factor Records [04 Quick Reference Guides]: DisplayGRIP

Support

For further support information on GEMS, refer to the: GEMS Gateway. Visit the DEQMS website for up to date policies, procedures and guidelines: http://intranet.defence.gov.au/estatemanagement/
http://caas/Areas/CORP/DSRG/GEMS/SitePages/DisplayGRIP.aspx?LoadAsDialog=1&role=EFM&pn=Environmental%20Factor%20Managementhttp://caas/Areas/CORP/DSRG/GEMS/SitePages/DisplayGRIP.aspx?LoadAsDialog=1&role=EFM&pn=Environmental%20Factor%20Managementhttp://drnet.defence.gov.au/dsrg/GEMS/InterfaceAssets/GEMSGateway.aspxhttp://intranet.defence.gov.au/estatemanagement/