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PRODUCT FEATURE GUIDE
Compliance activities & patrol management

Zinc Systems

Product feature guide

 

Feature Focus

Video Tutorials

High risk activities and events

Overview Specification FAQs

Providing a robust platform for logging, scheduling and managing activities that pose significant safety and security risks within buildings or organisations. Handling a wide range of planned works and events, including maintenance operations, construction, and large gatherings, ensuring compliance with safety regulations.

It fosters a culture of safety, security and accountability, as employees are aware of high risk activities and events that are taking place to ensure the correct resourcing, safety procedures and controls are in place.

Key benefits

  • Improves the identification and mitigation of potential hazards before they lead to accidents.
  • Increased compliance – Ensuring that activities meet legal and regulatory requirements, avoiding penalties.
  • Optimises resource allocation and scheduling, reducing downtime and increasing productivity.
  • Improved accountability, establishes clear responsibilities and tracking, enhancing team accountability in safety practices.
  • Provides valuable insights through reporting, aiding in informed decision-making and future risk management.
Zinc Systems

HIGH RISK ACTIVITIES
Specification

Safety
Prioritises worker protection, minimising accidents and ensuring a secure working environment through rigorous risk management.

Knowledge
Enhances awareness and understanding of activities that are taking place, fostering informed decision-making and preparedness.

Efficiency
Streamlines operations, reducing downtime and costs by preemptively addressing potential high-risk scenarios.

Compliance
Ensures adherence to legal and regulatory standards, mitigating the risk of fines and enhancing reputation.

Zinc Systems
Out-the-box incident types

Planned works - covering; BMU maintenance & operation, confined spaces, construction & renovation, flammables / hazardous materials, glazing removal / replacement, heavy machinery & lifts maintenance, high voltage / hot works, roof access, working at height.

Planned events - covering; fire safety inspections & drills, VIP attendance, special events & large gatherings - complying with regulation like Martyn's Law.

Other - covering high risk events Impacting building safety & security

Custom incident types (see: "Customisation")

Edit and customise the existing high risk activity types specific to your own requirements and processes.

Create your own high risk activity types and workflows

Automatically integrate high risk activities from other systems to provide a single repository of all incidents across your business (see "APIs")

Command, control & investigate - management tools

Edit - complete changes, collate, consolidate and manage all evidence centrally ensuring it is handled securely and in a compliant way.

Assignment - triage and allocate responsibility of the alarms to individuals and teams - internal or 3rd party contractors

Statuses - move the high risk activity through the cycle through to closure.

Comments - two-way communication with assignees, add notes, continuous commentary and narrative to the alarm report.

Mapping - view the location, surrounding area, swop the view from map to satellite & activate layers for people/sites.

Criticality - set default priority & severity levels and manually escalate or deescalate the high risk activity to keep teams informed.

EOP/SOP automation - automate & orchestrate pre-defined standard & emergency operating procedures by the auto-creation of tasks.

Files - upload media, files, CCTV & wide range of files to support an activity either manually uploaded, from a mobile device or via the API.

Tasks - coordinate the planning & tracking of tasks to ensure designated actions are completed & deadlines are met.

Notifications - automatic or manually triggered alerts and notifications using a wide range of communication methods.

Responses forms - formalised responses, statements, checks, sign-offs, forms and processes can be setup and enforced.

Plot - add points, polygons & radius to the map with response forms to mark actions and additional locations

Involved parties - capture of injuries, witnesses, vehicles and emergency services if required

Linking - linking of other high risk activities and incidents, with configurable link relationships - to see the bigger picture.

Costs - Log all losses as a consequence of an activity - from time-based costs, purchased resources, losses etc.

Audit timeline - transparency of all updates, actions and activities conducted on an event, displayed in a clear timeline.

Data restrictions - management and control over user access & permissions defining which user group can access and manage.

TV mode - for display on control rooms video walls and triage rooms for situational awareness and ongoing updates.

Export - export the details in a PDF format to print - PDF reports can branded and customised.

Data push - interface with 3rd party systems via API endpoints.

High risk activity analysis (see: "Dashboards & Analysis")

Search - powerful filtering facility & advanced query builder that allows users to customise search criteria, filter & interrogate data sets.

Analysis - map key metrics and unlimited reporting suites and dashboards using flexible widgets - add lists, counts, graphs & maps.

HIGH RISK ACTIVITIES
Frequently Asked Questions

Reporting and logging planned works as a high-risk activity is a critical practice for ensuring safety, security, and compliance. These practices encompass a wide range of activities, including Building Maintenance Unit (BMU) maintenance and operation, work in confined spaces, construction and renovation projects, handling flammables or hazardous materials, glazing removal or replacement, heavy machinery and lifts maintenance, high voltage or hot works, roof access, and working at height.

In essence, the systematic reporting and logging of planned works in high-risk activities are indispensable for safeguarding health, ensuring safety, maintaining security, and promoting a culture of responsibility and continuous improvement within an organisation.

Here’s why reporting and logging these activities are beneficial:

Enhancing Safety Protocols

  • Risk Management: Detailed reports and logs allow for the identification and assessment of potential risks associated with each activity. This proactive approach facilitates the implementation of appropriate safety measures and protocols to mitigate identified risks.
  • Training and Awareness: Maintaining records helps in identifying training needs for specific high-risk activities. It ensures all personnel are adequately trained and aware of the potential hazards and safety procedures, thereby reducing the likelihood of accidents.

Improving Emergency Preparedness

  • Emergency Response: Detailed logs provide essential information that can be crucial in an emergency. Knowing exactly where high-risk activities are taking place and what hazards are involved enables a faster and more effective emergency response.
  • Evacuation Plans: Information from planned works can be used to update evacuation plans to account for blocked routes or additional hazards, ensuring that all personnel can safely exit the area in an emergency.

Facilitating Compliance and Accountability

  • Regulatory Compliance: Many high-risk activities are subject to strict regulatory standards. Reporting and logging these activities help ensure compliance with health and safety legislation, avoiding legal penalties and fines.
  • Audit Trails: Detailed records serve as an audit trail, demonstrating that due diligence was observed in managing safety risks. This can be critical for insurance purposes and in the event of legal inquiries.

Enhancing Operational Efficiency

  • Coordination of Activities: Reporting and planning allow for the effective coordination of various high-risk activities, minimising conflicts and ensuring that safety measures are in place for each task.
  • Maintenance and Inspection Schedules: Regular logs of maintenance and inspections help ensure that equipment used in high-risk activities is kept in good working condition, reducing the risk of accidents caused by equipment failure.
  • Linked critical events: Automatically linking high risk activities with incidents - for example if window cleaners are scheduled to clear the exterior windows of a building and a fire evacuation takes place, the log clearly informs operators there are staff outside of the normal processes that are in danger.

Promoting a Safety Culture

  • Accountability: Regular reporting and logging reinforce the importance of safety and accountability at all levels of the organisation. They remind personnel that safety is a priority and that everyone has a role to play in maintaining it.
  • Continuous Improvement: Logs and reports provide data that can be analysed to identify trends, recurring issues, or areas for improvement. This ongoing analysis is crucial for developing strategies to further enhance safety and security measures.

Case-Specific Benefits

  • BMU Maintenance & Operation, Working at Height, and Roof Access: Ensures that safety harnesses, anchor points, and other safety equipment are regularly inspected and maintained.
  • Confined Spaces: Guarantees that oxygen levels and toxic gas concentrations are monitored, and rescue plans are in place.
  • Construction & Renovation, Heavy Machinery & Lifts Maintenance: Helps manage the safe operation of machinery and the stability of structures both during and after work.
  • Flammables / Hazardous Materials: Ensures proper handling, storage, and disposal practices are followed, reducing the risk of fires or chemical exposure.
  • Glazing Removal / Replacement: Minimises the risk of falls or dropping materials from height, endangering workers below.
  • High Voltage / Hot Works: Helps prevent electrical accidents and fires through strict monitoring and control measures.

Reporting and logging planned events as high-risk activities, including fire safety inspections and drills, VIP attendance, special events, and large gatherings, are crucial practices for ensuring safety, security, and regulatory compliance.

These measures are especially pertinent in the context of regulations, which advocate for improved security measures at public venues and events following tragic incidents. In essence, reporting and logging planned events as high-risk activities is a proactive approach to managing safety and security.

Here’s why these practices are beneficial:

Enhancing Safety and Security

  • Preparedness: Documenting fire safety inspections and drills ensures that both the infrastructure and the individuals are adequately prepared for potential fire emergencies. This preparedness is crucial for minimizing damage and ensuring safety if a real incident occurs.
  • Risk Assessment: Reporting and logging allow for a thorough risk assessment tailored to each event's specific nature, including crowd size, the presence of VIPs, and the venue's characteristics. This assessment is fundamental in identifying vulnerabilities and implementing necessary security measures.
  • Response Coordination: Detailed plans and logs facilitate coordination among various response teams (security, medical, fire services) and ensure that all parties are informed of their roles and expectations, thus enhancing the effectiveness of emergency responses.

Compliance with Regulations

  • Regulatory Adherence: Many jurisdictions have specific regulations governing fire safety and security at public events. Keeping detailed records of compliance activities helps ensure that all statutory requirements are met, thereby avoiding legal repercussions.
  • Implementation of Martyn's Law: In regions where Martyn's Law or similar legislation is adopted, reporting and logging are critical for demonstrating compliance with mandated security measures designed to protect the public from terrorist attacks and other threats at venues and events.

Operational Efficiency

  • Streamlined Planning: Systematic reporting and logging contribute to more efficient planning for future events by providing a database of what measures were effective, what challenges were encountered, and how they were overcome.
  • Resource Allocation: Detailed records help in the accurate allocation of resources—such as security personnel, medical teams, and equipment—based on the size and nature of the event, ensuring that resources are used efficiently and effectively.

Building Public Trust and Confidence

  • Transparency: Making safety and security measures visible through reporting and logging helps build trust among attendees, participants, and the general public, reassuring them that their safety is taken seriously.
  • Accountability: Documenting the planning and execution of safety measures holds all parties accountable for their roles in ensuring the event's security, from organisers to local authorities and emergency services.

Continuous Improvement

  • Learning and Development: After-action reports and logs provide valuable insights into the effectiveness of the safety and security measures implemented. This feedback loop is essential for continuous improvement, allowing organisers to learn from each event and enhance future safety protocols.

Case-Specific Benefits

  • Fire Safety Inspections & Drills: Ensure that evacuation routes are clear, fire suppression systems are functional, and the building's occupants are familiar with evacuation procedures.
  • VIP Attendance: Special security measures can be planned and implemented to address the increased risk profile, including advance threat assessments and coordination with law enforcement.
  • Special Events & Large Gatherings: Helps manage crowd control, anticipate and mitigate potential hazards, and ensure sufficient emergency services are on standby.

 

Zinc Synapse Suite