The University of Edinburgh (UoE) CSG’s Health and Safety Fire Safety Team manages 4 key areas:
- Fire equipment (ie. extinguishers & fire blankets) which historically recorded in EBIS but was then deemed insufficient for legislative reporting and the information was downloaded into a spreadsheet and managed locally.
- Fire drills which are legally required bi-annually. The records for this are currently being managed on a manual spreadsheet.
- Fire Incidents and records for these incident which must be reported to HESA annually. This is currently managed via a locally managed MSAccess database on a shared drive.
- Fire risk assessments which are undertaken annually for high risk building, all sleeping accommodations, and every 3 years for all other buildings. The records for this are managed via MSWord templates on a shared drive and sent out electronically to the relevant areas.
There is a requirement for an increased ‘joined up’ application with the rest of the fire safety task accountability handoff areas (ie. Estate, Schools, and other University Impacted departments) that allows a full circle workflow, from original request, to confirmation of requested task, back to original requestors, to improve and speedup the validation the university currently needs to undergo to confirm compliance with all Fire Safety regulations. Along with strengthening the university’s fire safety compliance this system will also allow the university to leverage more synergy and standardisation around the fire safety data.
The activities mentioned above are all driven by fire safety legislations, namely the Fire (Scotland) Act 2005 and Fire Safety (Scotland) Regulations 2006 as well as government statistics reporting (HESA)
- System compliant with relevant Scotland, UK, and EU health & safety and fire safety related legislations.
- System to support proactive management of fire and safety throughout the university with the use of dashboard.
- System to be visible and useable to all responsible and impacted fire safety teams throughout the university.
- System to collect survey information and to give visibility of what has been done.
- System to be fully auditable.
- Data from the system to be fully reportable (Management Information)
- Agree Business Requirements and a Solution that delivers a fit for purpose solution to the agreed project scope.
- Build and Implement a fit for purpose Solution that delivers the below benefits to the CSG Health and Safety Team and the whole of the wider university that are impacted by Fire Safety management.
O1. Requirements and Solution
D1. Prioritised Business Requirements
D2. Board Agreed Minimum Viable Product
D3. Solution Options
D4. Board Agreed Solution
02. Build & Implement Solution
D1. Risk Registrar with all project risks.
D2. Built Product / Proof of Concept
D3. Test Plan, Test Scripts
D4. Migration Plan
D5. Test Completion Report
D6. Implemented Solution
- “Joined Up” / Integrated Fire Safety Information Data with all impacted resources in CSG, Estates, and the wider university.
- Reduction of the manual CSG Health and Safety team’s task workflows with other departments throughout the university.
- Real-time visibility of all Fire Safety Task / Actions progression and status.
- Auditability of all Fire Safety Task / Actions progression and status.
- Single source of truth of Fire Safety Information Data
- Clear traceable visibility of University’s Fire Safety Compliance
- Delivery of a System that performs better or equal to the current system.
- System and any possible integrations are Stable & Reliable
- System that provides more functionality than current system.
- Provides integration with Core Estates System (ARCHIBUS)
- System that provides prioritised agreed business requirement
- System that improves user adoption and usability
- System that is available to all appropriate users.