Hazards Handheld User Manual
Contents
1. The Technology Forge 2007 Page 46 of 48 Hazards Handheld User Manual thetechnologyforge Survey Retrieve Finish Your selected Surveys are being imported from the handheld Property Register DUfveug Hazards Fisk Assessments Figure 10 6 Press Finish once all the options have completed Done If any blocks or rooms have been added or amended check these details in the Property Register Also check the Surveys the survey refs may need updating if there were new surveys created on the handheld Once on the PC the records collected via the handheld will be displayed on the appropriate tabs see section 4 and the Hazards Module Manual for more details The data can be checked and amended on the PC after the survey s have been retrieved The Technology Forge 2007 Page 47 of 48 Hazards Handheld User Manual thetechnologyforge top floor pegholme mills wharfebank business centre otley leeds LS21 3JP helpdesk 01943 855050 tel 01943 464844 fax 01943 464833 www technologyforge com2. 4 4 History Tab The History tab fig 4 4 1 records when the survey is amended For example when the date and time that the survey record was created It also records when No Access or No Hazard records are added or removed and for which room This enables rooms to be audited e g if a room once had no access but now a Hazard has been recorded against it this will be detectable on the History tab The Technology Forge 2007 Hazards Handheld User Manual Page 14 of 48 thetechnologyforge Hazard Survey Issued Location LEI 0 01 Kirkby Leisure Centre Block A 0607 2004 16 06 Survey lesued to Handheld System Manager 0607 2004 16 06 Status set to lssued System Manager A UG 0 42004 15 59 Space AIAh Uassroom Added to No Access list System Manager A UG 0 2004 15 59 Space 423 Bous Added to No Hazard list System Manager UG 0 42004 15 58 Status set to New System Manager 4 Details Add Note 8 Reminders only Status Hishory Technical Report Figure A A Note If a survey with existing data e g Hazard No Hazard and No Access records has been sent down to the handheld to be updated then any amendments made to these records will be shown on the History tab on the PC For example if a No Access record is cleared on the handheld and updated with a hazard the room removed will be on the History tab 4 5 Editing a Hazard Survey To edit a Hazard Survey select the survey from the list vi
3. Geography Junior Mo 1 Corridor In T File iew E Figure 3 6 1 If the list has a scroll bar down the right hand side it indicates that there are more entries on this list than can be shown Pressing the arrow on the scroll bar will move the list up or down depending on the way the arrow is pointing 3 7 Text Entry using Transcriber Transcriber recognises words and phrases written in cursive print mixed print cursive styles numbers and combinations of symbols This method allows you write anywhere on the screen using the stylus To access this method click on the black triangle in the bottom right of the screen This will list the different methods available for entering text select transcriber with the stylus The Technology Forge 2007 Page 10 of 48 Hazards Handheld User Manual thetechnologyforge 3 8 Text Entry with the Keyboard An alternative to using transcriber is to use the inbuilt pop up keyboard To access the keyboard click on the black triangle in the bottom right of the screen This will list the different methods available for entering text select keyboard with the stylus see fig 3 8 1 This will load the keyboard Enter text by tapping on the required letter using the stylus E Asbestos TF Survey x 10 53 ak Comments Figure 3 8 1 It is also possible to access numbers and special characters through this mechanism by selecting the 123 key in the top left hand corner of the keyboar
4. been deleted on the handheld see section 4 4 The Technology Forge 2007 Page 34 of 48 Hazards Handheld User Manual 7 Blocks 7 1 Amending Block Details thetechnologyforge When performing a hazard survey it is possible to amend the details of the block that is being surveyed To edit a block tap on the block from the Survey List then tap on the File menu and choose the Edit Block option see figure 7 1 1 Figure 7 1 1 WW Pocket_PC File Zoom Tools Help pa Tt Ur New Block Secondary School Edit Block Delete Survey File Tools Help E The Block Details screen will be activated see figure 7 1 2 The screen will show the details of the Block which were sent down to the handheld when the survey s were transferred The Technology Forge 2007 E Pocket DC File zoom Tools Help Pi Block Details ef xiii EB 10 01 St Johns Secondary School Mane Block A Type I Inter War M Const CTO2 Brick Built M Roofing Floor Type None Swift Gas M Teele WO6 Combination UPVC ar E Hazards Handheld User Manual Page 35 of 48 thetechnologyforge Figure 7 1 2 Amend the details as necessary Tap on the Save icon to save the changes then on the Ok icon at the top right of the screen to return to the Survey List Any changes will be retrieved into the main database on the PC see section on Retrieving Surveys 7 2 Creating a New Block When on site with the handheld it
5. handheld 6 2 Adding a Hazard There are two ways to add a hazard to a survey on the handheld The first way is to enter hazards on a room by room basis The second is to add a hazard via the Hazard List To add a hazard to a room tap on a survey on the Survey List then on the Rooms button to activate the Rooms List shown in figure 6 1 4 Tap on a room and then select the New Hazard button To add a Hazard via the Hazard List select the Hazards button from the Hazard Survey List which will produce the Hazard List shown in figure 6 1 5 Tap on the File menu on the toolbar and select New Either of the above options will display the Hazard screen figure 6 2 1 The Technology Forge 2007 Page 22 of 48 Hazards Handheld User Manual thetechnologyforge MS Pocket_PC File Zoom Tools Help er xioa OD Room ID MB Label Attached Description Test Status Presumed e Fa mp Figure 6 2 1 6 2 1 Hazard Details Select a room via the ellipsis button Tap on a room and then the Select button This is an optional field If the Hazard has been added via the rooms list then this field will be automatically populated with the room This field can be left blank and then the Hazard will be recorded against the block itself instead of an individual room The ID will be automatically populated by a number in sequence with any other Hazards that have been recorded This is an optional field and can be amended or deleted
6. Hazards Module manual for more details on moving the surveys between each status The Register folder on the tree structure contains a complete list of all the Hazards recorded against the Survey Type while the Actions folder shows every Action recorded oe Lk Hint The first one hundred records are displayed on the list views Register and Actions folders in the right hand pane of the screen When this is exceeded More and All buttons will be apparent at the top right of the pane Use these buttons to view any additional records The Technology Forge 2007 Page 7 of 48 Hazards Handheld User Manual thetechnologyforge 3 System Conventions 3 1 Handheld Screen The handheld Hazard Survey module follows a standard set of user interface rules This enhances usability and reduces the time taken to learn the software The module is broken down into logical sections that have areas for entering and manipulating data At the top of each screen is a title that shows you what the current form relates to 3 2 Pick Lists The handheld module makes extensive use of pre formatted data lists pick lists These ensure a quick and consistent means of gathering data These lists appear as a black triangle on the right of the field and pressing the screen on one of these triangles will show a list of acceptable choices for the data field see fig 3 2 1 MS Pocket_PC File Zoom Tools Help A I amine JPL Pitched finished
7. Survey Retrieve Start Choose retneve method r Import method Ze From Handheld Device i From File Cancel Figure 10 2 The Technology Forge 2007 Page 43 of 48 Hazards Handheld User Manual thetechnologyforge It is possible to retrieve the data from a file if using the TF web transfer program however when retrieving from the handheld choose the default option From Handheld Device Click on the Next button to retrieve the surveys Check the handheld is connected properly and then select the Next button The retrieve process will begin on both the PC and the handheld When the exporting process has finished the next step will be activated figure 10 3 gt Survey Retrieve Step 2 Select surveys to import Building 1234 21 09 2005 EB 10 01 5t Johne Secondary School A Block NewbG 21709 2005 EB 10 01 St Johna Secondary School 65595 Hew Block Figure 10 3 Step 2 shows all the surveys found on the handheld This includes any new blocks that have also been created but may not have been surveyed Any new blocks created will be added to the property register Each survey will have a tick next to it If you don t wish to import a survey into the database on the PC un tick the checkbox and it won t be imported When new surveys are created on the handhelds they are given an auto number as a Survey Ref If two or more handhelds have been used to create new blocks they may ha
8. Tap on the checkbox if a Label has been attached Enter a Description of the hazard This is an optional field The Status field will automatically be set to Presumed but may be changed by selecting another option from the pick list Enter a Position if desired This is an optional field Once the information is completed on the Details tab tap on the Save icon at the bottom left of the screen The Technology Forge 2007 Page 23 of 48 Hazards Handheld User Manual thetechnologyforge 6 2 2 Risk Tap on the Risk tab to enter details regarding the Risk Assessment figure 6 2 4 WW Pocket_PC File zoom Tools Help ZC Fe Hrg Hazard dr ae 10 59 ak Overall Sssessment 10 B Medium 10 14 Comments Category Sub Category Extent of damages Surface Treatment Unsealed lagging Asbestos Type Crocidolite Location gt 10 lt S0mor gt Use of Location E le Product Type AIB mill boards E E e es 03 gt 10 lt 50m or gt 10 lt 5 Details Risk Material Sample Action 4 P a Ej Figure 6 2 4 Tap on a Category on the list and then choose a Sub Category from the pick list Selecting Sub Categories is optional Each category determines which Sub Categories appear in the pick list The Overall Assessment at the top of the screen will be automatically populated dependent on the sub categories that have been selected Enter any Comments if necessary then tap of the Save Icon to s
9. automatically populated with the Code for the Building and the Mask field with three zeros This will mean that any rooms that are created in this range will all have a code beginning with the prefix and then be three digits long e g ABC001 The Prefix and the Mask fields can be changed Only zeros can be entered into the Mask field The Pad Nos checkbox is automatically ticked to indicate that the Mask is in use If the mask is not required un tick the box The Prefix can also be deleted if required Enter a Start and an End number for the range of rooms you wish to create These fields will be automatically populated with 1 and 10 respectively Select a Type from the pick list This is a mandatory field and will be applied to all the rooms created in the range The types can be amended if necessary once the rooms have been created see section 8 1 When satisfied with the selection tap on the Preview button This will activate the Room List tab and show a preview of the rooms figure 8 3 2 To create the Rooms tap on the Create Room S button The selection can be changed by tapping on the Details tab The Technology Forge 2007 Page 39 of 48 Hazards Handheld User Manual Figure 8 3 2 MS Pocket_PC File Zoom Tools Create Roomis Help Science Science Science science Science Science Science Science Science Science Details Roomtist Ej thetechnologyforge When the rooms are created a message will c
10. may be necessary to create a New Block to survey To do this tap on the File menu and then on New Block on the Survey List tab shown in figure 7 1 1 This will activate the Block Details form shown in figure 7 1 2 Enter a Code and a Name for the Block These are both mandatory fields Select the remaining fields from the pick lists if desired All these fields are optional Tap on the Save icon to save the new block and then on the Ok button to return to the Survey List When Ok is tapped a message will confirm that a new survey has been created and it will auto number this survey with a survey ref Tap the Ok button on the message box The Survey Ref can be changed on the PC once the survey s have been retrieved see section on Retrieving Surveys 7 2 1 Surveying a New Block There are two ways to add a hazard to a new block If hazards are to be recorded against rooms the rooms will need to be created before hazards can be added Hazards can then be added via the rooms list sections 8 2 and 8 3 explain how to add rooms via the Room s List Alternatively Hazards can be added via the Hazards button on the Survey List and either assigned to aroom or against the Block section 6 2 explains how to do this Either Way it is mandatory that the Survey Details are entered before a Hazard is created against a new Block To ensure that this data is entered a message will be produced and a Hazard cannot be added until the required informa
11. 6 1 4 Section 6 2 explains how to create a Hazard against a room To exit the Room List Tap on the Ok icon to return to the Survey List 6 1 4 Hazard List Highlight a survey and then tap on the Hazards button to activate the Hazard List see figure 6 1 5 This list will show any hazards that have been recorded against the survey It is also possible to add hazards from this screen see section 6 2 on how to do this MS Pocket_PC ED 10 071 St Johns Secondary School Description 1 Test A10 4 Block A File Yiew Figure 6 1 5 Each Hazard on the list can be identified by a F icon To exit the Hazard List tap on the Ok icon to return to the Survey List 6 1 5 Deleting a Hazard Survey The Technology Forge 2007 Page 21 of 48 Hazards Handheld User Manual thetechnologyforge To delete a Survey select a survey from the Survey List then tap on the File menu on the toolbar Choose the Delete Survey option from the menu Alternatively hold down the stylus on a Survey on the Survey List and select Delete Survey from the Context Sensitive Menu figure 6 1 6 MS Pocket_PC File zoom Tools Help fe Er de 10 47 amp EB 10 01 St Johns Secondary School A Block A fio Descristen Room Mew 10 File View Figure 6 1 6 Note Only surveys created on the handheld can be deleted It is not possible to delete surveys that have been sent down to the handheld See section 7 2 for creating surveys on the
12. ERSTEN WE EB 10 01 St Johns Secondary School A Block 4 File Tools Help E Figure 6 1 2 The Technology Forge 2007 Page 18 of 48 Hazards Handheld User Manual thetechnologyforge Highlight the survey from the list by tapping on it with the stylus before selecting any options Once a survey is highlighted it is then possible to add hazard details to the survey and to add or amend the survey details When a Survey is highlighted the school and the block codes and descriptions will be displayed towards the bottom of the screen 6 1 1 Survey Detail To add or amend the survey details tap on the Detail button on the survey list screen This will activate the Survey Detail screen see figure 6 1 3 WW Pocket_PC B E File zoom Tools Help ZC Survey Detail Er ax 10 41 ak Location Cont per RER Type Type 1 Presumptive e GEET HE surveyor Sampler Mone Be o 21 2005 Details Comments Comments2 KE Ea Figure 6 1 3 This screen will display any information entered on to the Survey before it was sent down to the handheld Data can be entered or amended on the Details Comments or Comments 2 tabs When the screen has been updated tap on the Save icon at the bottom left of the screen then tap the Ok button to leave the screen and return to the Survey List The Technology Forge 2007 Page 19 of 48 Hazards Handheld User Manual 6 1 2 Room List thetechnologyforge Highlight a survey then ta
13. alendar to choose a date see figure 6 2 7 Figure 6 2 7 MS Pocket_PC File zoom Tools Help PS lHazard Action Z7 x 11 00 GN a Action ID Action 02 Repair e Target 9 23 2005 Siss 4 EE A We 29 R 31 1 Priority 5 6 amp oO Ip pes Dap EE EE 19 20 GI 22 E 24 LIwWror 20 27 dl 29 30 1 a3 4 a A TOE Today 9 21 2005 Actual Details Comments SEL ER The remaining fields are optional Select an appropriate Price Band from the pick list and enter a Cost if necessary Choose a Priority enter a Responsible Party and choose the action Owner if desired It is also possible to enter details once the action has been carried out Again these fields are entirely optional but the Completed checkbox may be ticked and an Actual date for the completion can be selected from the pick list The Technology Forge 2007 Hazards Handheld User Manual Page 28 of 48 thetechnologyforge 6 2 6 Comments Tab Enter any comments regarding the action in the textbox on the Comments tab figure 6 2 8 MS Pocket_PC File zoom Tools Help Hg Hazard Action er x 11 01 ak Comments Details Comments Bx Ej Figure 6 2 8 When all the required action details have been entered tap on the Save icon to save the screen and then tap on the OK button to return to the Action tab When the action is saved it will be given an automatic Action ID which will be updated when retrieved to the PC to comply with th
14. ave the details The Technology Forge 2007 Page 24 of 48 Hazards Handheld User Manual 6 2 3 Material thetechnologyforge Tap on the Material tab to enter additional details of the Hazard see figure 6 2 3 All fields on this tab are optional Figure 6 2 3 MS Pocket_PC File zoom Tools Help ex i055 Oh Quantity mz Square Metre ome O01 Loose Insulation Sve foes 02 Bulk fibre filed mattress e Comments Details Risk Material Sample Action 4 gt La Ej Enter a Quantity and a unit of measure from the pick list if desired Select a Material from the pick list Only when a Material is chosen will the Sub Type list be populated The Sub Type list is dependant on which option is selected from the Material pick list Enter any Comments if necessary Once all data has been entered on the tab tap on the Save icon The Technology Forge 2007 Hazards Handheld User Manual Page 25 of 48 thetechnologyforge 6 2 4 Sample The Sample tab fig 6 2 2 allows data regarding the sample to be entered if not taken on site then this data can be updated when the survey has been retrieved on to the PC WW Pocket_PC File zoom Tools Help E I DEIER Sample Required Sample ID Origin Sampled on 9 21 2005 DE Seles External Surveyors plc Details Risk material Sample action Ar bi E Ej Figure 6 2 2 All fields on this tab are optional however the Sample Required field mus
15. d E Asbestos TF Survey x 10 54 ak Comments To hide the keyboard click the symbol in the bottom right hand corner The Technology Forge 2007 Page 11 of 48 Hazards Handheld User Manual thetechnologyforge 4 Hazard Surveys 4 1 Introduction Hazard Surveys are carried out at Block level When created a Hazard Survey form holds all survey details and hazard items recorded during the survey 4 2 Creating a Hazard Survey Select the Hazard Type by operating the plus button to the left of the Hazards module on the property Tree Select the Surveys folder via the plus button for the hazard type e g asbestos Highlight the A New status level then with the mouse in the right pane right click the mouse and select New from the context sensitive menu see figure 4 2 1 Be Pia Repris jeu Took Help wi An 47 DSSS peas SEM LEE GEIE Masse E dibes DHS H uwas A i HONTO Rykliai Migh Sohon Aik A parna Ename etme oa Sullability Surrey Sulliciancy DAA Survey D Inehructbens Finance F denied Work L Piopect Man agers af Contract Beste JR Estate Management Gocumnemt Register Uii Flegkeber Analysts Codes Ri Contacts A User Z A d ses MOR 1 urpis Lien User SVM ae 1808 Figure 4 2 1 Using the plus buttons select a Block from the tree on the Select Block form via the plus buttons and click OK This will activate the Hazard Survey form see figure 4 2 2 Not
16. d then on the handheld All surveys sent to the handheld will be apparent on the handheld Note Whenever new surveys are transferred to the handheld this will overwrite any existing data Any surveys on the handheld should be backed up see section 9 or be retrieved back on to the PC before anymore are sent down Any Surveys sent to the handheld will automatically move from the A New status folder on the PC to B Issued Note It is possible to send surveys to the handheld which already contain data e g Hazard No Hazard and No Access records so that the survey s can be updated The Technology Forge 2007 Page 17 of 48 Hazards Handheld User Manual thetechnologyforge 6 Performing Hazard Surveys 6 1 Starting a Survey When the survey s have been transferred the Hazards application will be open on the handheld and the Start button active see figure 6 1 1 The application can also be accessed on the handheld via the Start button on the Programs screen When accessing the program in this way tap on the tfHazard icon to open the application WW Pocket_PC File Zoom Tools Help E tf hazard ar ax 10 40 ak Hazard Register Version 1 3 Copyright 2004 The Technology Forge El Figure 6 1 1 Tap on the Start button and any surveys on the handheld will be displayed on the Survey List screen figure 6 1 2 E Pocket _PC File Zoom Tools Help AG survey List P qxi10 41 0 sE 1234 9 21 2005 Presumptiy
17. e Use the Search field at the bottom of the form by entering your criteria and selecting the ellipsis button The Technology Forge 2007 Page 12 of 48 Hazards Handheld User Manual thetechnologyforge Hazard Survey Issued Location ER 0 01 St Johne Secondary School Block amp Survey Ret i234 Client Ref No 0 survey Type Type 1 Presumptive ug SUMVevOr A Surveyor al Analysed By OO Be Sampler Po Survey Date 21 09 2005 Comments Non Hazard Comments Inspection Comments Figure 4 2 2 On the Details tab enter the Survey Ref This field is auto populated with NEW when a new hazard survey is created Each survey must have a unique survey ref and is a mandatory field Enter a Client Ref No if desired this is optional Choose a Survey Type from the pick list This is also a mandatory field Select a Surveyor via the ellipsis button This is a mandatory field Select a Sampler if desired The Survey Date will be automatically populated with today s date This can be changed to another date If the date is left blank it will be automatically defaulted to today s date Enter any notes in the Comments text box Note All the mandatory fields must be completed before a survey can be sent to the handheld However once sent to the handheld the fields can be amended and then retrieved back to the PC see section 6 1 for amending the survey details and section 10 for retrieving surveys 4 3 Crea
18. e ID sequence set on the PC 6 2 7 Editing an Action To edit an action highlight the action from the list on the Action tab of the Hazard form Tap on the Edit button and the Hazard Action form shown in figure 6 2 5 will be activated Make the necessary amendments then tap on the Save Icon to save the changes Tap on the Ok button to return to the Action tab of the Hazard form 6 2 8 Deleting an Action To delete an action highlight the action from the list on the Action tab of the Hazard form Tap on the Delete button and a message will ask to confirm the deletion Select Yes and the action will be deleted The Technology Forge 2007 Page 29 of 48 Hazards Handheld User Manual 6 2 9 User thetechnologyforge The User tab on the Hazard screen lists all the user defined fields figure 6 2 9 These can be created on the PC by the System Administrator Figure 6 2 9 6 2 10 Copying a Hazard E Pocket PC File Zoom Tools Help e de 1101 KA UserLookup2 More Leer T evt Leer Tevtp MB ser Check 1 BB User Check 3 Mi ser Check 2 RB User check 4 Risk Material Sample Action User a mx Eaj It is possible to copy an existing Hazard Item to create a new one This makes the process of entering Hazards quicker than entering a new Hazard each time To make a copy go to the Hazard List from the Survey List screen and highlight the Hazard that is to be copied Select the file menu and tap on the Copy optio
19. e Matched Blocks checkbox to import the changes and on the Update Amended Blocks if you wish to import any blocks where the details have been amended Click on Next The next Step will show any new rooms created or amended on the handheld figure 10 5 The Technology Forge 2007 Page 45 of 48 Hazards Handheld User Manual thetechnologyforge lt Survey Retrieve New Rooms were added on the Handheld Check for corect matching to existing Roomz Room added on Handheld EB 10 01 St Johns Secondary A Block A 98 New Hoom EB 10 01 St Johne Secondary 65895 New Block 398 Hew Room Match Room Update matched Rooma with details from handheld Update amended Rooms with details from handheld Cancel Figure 10 5 Again there is the option to match any new rooms created on the handheld to an existing room in the database on the PC To do this select a room and then the Match Room button An additional form will be activated and will enable you to match to an existing room If Rooms are not matched to existing rooms they will automatically be created as new rooms Survey Retrieve A Some Rooms have not been matched Any unmatched Rooms will be created Cancel Tick on the Update Matched Rooms checkbox to import the changes and on the Update Amended Rooms if you wish to import any rooms where the details have been amended Click on Next and the data will be imported into the database on the PC Figure 10 6
20. ew on the main tf facility screen Highlight the survey in the right pane right click the mouse and select Edit from the context sensitive menu This will open the Hazard Survey form When amendments to the data are made the Save button is enabled Make the necessary changes to the form and operate the Save button Close the form 4 6 Deleting a Hazard Survey To delete a Hazard Survey select the item from the status on the list view Right click the mouse and select Delete from the context sensitive menu Note A Hazard Survey cannot be deleted until all the records attached to the survey have been deleted The Technology Forge 2007 Page 15 of 48 Hazards Handheld User Manual thetechnologyforge 5 Sending Hazard Surveys Before the Hazards module can be used on the handheld Hazard Surveys need to be sent from the main application Once the survey s have been created at the A New status see section 4 2 they can be sent to the handheld IMPORTANT When surveys are sent to the handhelds it will overwrite any surveys currently on the handheld Make sure any surveys have been retrieved or backed up see sections 9 and 10 before sending further surveys Also when surveys have been sent to the handheld do not under any circumstances delete the survey on the PC or the survey will not be able to be retrieved from the handheld Make sure the handheld is connected Highlight the survey s in the right hand pane then with the mouse
21. he transfer takes place To Retrieve the Hazard Surveys from the handheld select the B Issued folder on the PC With the mouse in the right hand pane right click and select Retrieve From Handheld from the context sensitive menu figure 10 1 DN facitity Harari Se Pio Bepets Wee Took Hep m7 8a247 mygga print SpRppanasipp KZ Asbestos CHE IO Srogetz gt Property Register 77 Plant Register E Hazards Gring Seconda Asbestos Minn dE South Fark iros Pavilion menu JES Pn ge Surveys ABSESTOST Ecler Seel Ska INGA Ara Ha aza OST tt Ram Scvel Blook B IDIRIN JEA Pn D omg ASBESTOS Weel Deve Libary Bick A WEOM Are SR Gees ASbESTIGS ue Arsi Block 4 IRM Sie Tei Bim fmre Schoo Ske A 1 OO JES Pn Actions gt Sempes Help Desk va Mamlenance 20M T Condition Survey wE Book 7120082 Atura Suitability Survey Block DAT TOM Exame Sufiinenoy SC Block 4 LZ Asus DAA Survey Bbk A AM Veins JEA Pn T Instractions St Marys Sete Biles Rem IBk Pm ZZ Finance SURES Gr ech Seconda Block A 12122002 IBA Ph A Identified wot lamama Waagan Segel Eok Danaa A Burs Hiie Management og der hard susa Sieg Secondam Bleek A 2 IBA Ph rilrant Foegaster E state HNaparenen Dpcumred Aeqete Wty Hemsster Anaya Codes 3 Contacts 3 ene 13 Abertos Mie 800 Sureerts Displayed E Wiese E SLMS jidi Figure 10 1 This will activate the first step of the retrieval wizard figure 10 2
22. in slate Floor Type More h SEIT ULZ Gas e eee TWS Combination UPVC ar e mx E Figure 3 2 1 Selecting one of these options will populate the field next to the black triangle The Technology Forge 2007 Page 8 of 48 Hazards Handheld User Manual thetechnologyforge 3 3 Action Buttons The handheld module adopts the convention of buttons to create a new record save a record or to delete a record 3 4 Free Text Fields Whenever a large amount of text is needed the system will allow you to enter it free hand into the field e g comments This field is displayed as a large white box 3 5 Closing a Screen An Ok icon is visible at the top right of every screen see fig 3 5 1 Tapping on this button closes the current screen and returns to the previous screen MS Pocket_PC File zoom Tools Help El Block Details er xioa ON Comments Disabled access ob Dotais pisebed acess E Figure 3 5 1 The Technology Forge 2007 Page 9 of 48 Hazards Handheld User Manual thetechnologyforge 3 6 List Views When using the system there are occasions when a list of data items will be shown on the screen e g a list of rooms Highlighting one of the items in the list with the stylus makes it the active selection see fig 3 6 1 WW Pocket PC File zoom Tools Help 4 Room List e de 014 GD A Block A Type EF x CT code oeron Last Geography i Lyndhurst Room Infants Classroom Classroom
23. in the right hand pane right click the mouse and select Send to Handheld from the context sensitive menu see figure 5 1 facility Harards Be Piy Bepets Wer Took Help m7 a8 47 escalate SGpRppan azpp m d daciily Asbestos MORE INT Survey s gt Pipety Register l H Al z 7 Plant Fegister i Tini Pete iE ela kg Strauss D ZE Hazonds Holding 1 HOLDING i HALAS E Asbestos MDHET00 g Etgen si He RI Las Hc D SI Compi _ Rega Actions H Sempes SH Help Desk Planned Hamlensnoce T Condition Soreen Suilatality Survey Sulticesncy A DAA Survey Denmen Aeqete iy Upttg Fbegesber nahe Codes Ji Contacts Usm E D d dbeis MAKE 10 Sores f ie Ley E Ahaan Jtr Figure 5 1 It is possible to send more than one survey down to the handheld at any one time To do this use the Ctrl or Shift keys on the keyboard to highlight the surveys then select the Send to Handheld from the context sensitive menu Vd 4 g Hint Holding down the Ctrl key whilst selecting surveys from the list enables surveys to be multi selected one by one whilst holding down the Shift key will select a group of surveys For example select a survey then select another further down the list and all the surveys between the two will also be selected The Technology Forge 2007 Page 16 of 48 Hazards Handheld User Manual thetechnologyforge The transfer will take place automatically first on the PC an
24. ist all the hazards attached to the Survey To delete a Hazard either tap on the File menu and select Delete or alternatively hold the stylus down on the hazard and select Delete from the context sensitive menu figure 6 2 10 A message will ask to confirm deletion Say Yes and the Hazard record will be deleted A Hazard can also be deleted at any stage of recording the hazard When on the Hazard screen a Delete icon will be apparent on the toolbar to the right of the Save icon shown in Figure 6 2 8 Tap on the Delete button during any stage on the Hazard screen and a message will ask to confirm deletion Say Yes and the hazard record will be deleted The Technology Forge 2007 Page 31 of 48 Hazards Handheld User Manual thetechnologyforge 6 3 Adding No Hazard Records It may be possible when carrying out the survey to identify rooms where it is certain that there is no hazard To add a No Hazard record highlight the survey on the Survey List screen and select the Room s button as shown in figure 6 1 2 Tap on the room with no hazard then tap on the No Hazard button to activate the No Hazard screen figure 6 3 1 MS Pocket_PC File zoom Tools Help ec No Hazard ar ax 11 05 ak Room description Comments Figure 6 3 1 The Room code and Room Description will be automatically populated Enter any Comments if desired This is an optional field Tap on the Ok button on the screen and it will return to the Room list A No Hazard rec
25. l thetechnologyforge 2 Introduction to the Hazards Module The Hazards module is designed to accommodate a collection of registers defined bya particular hazard The most common use of our hazard register is for tracking and recording the presence of Asbestos Containing Materials ACM s This has been developed in conjunction with the recommendations of MDHS 100 correct at time of print 2002 Other hazard types can be set up by the systems administrator e g confined space IT equipment For the purposes of this manual we will use the asbestos register as an example and show example data from MDHS 100 Before using the Hazards module it is a pre requisite that you are familiar with the standard features of tf facility An outline of interface rules and system functions can be found under the Introduction to tf facility section of the Asset Management Manual The module requires that the property register contain data so that a hazard can be associated with a particular building or room The module enables you to record monitor and maintain hazards associated with properties or assets Hazard Surveys are carried out at Block level Any hazards detected or presumed are recorded during the survey Sample Action Risk Assessment and Inspection details can be documented against a hazard It is also possible to record instances of No Hazards found ina room or No Access to a room The hazard information is recorded and accessed via the mai
26. n see fig 6 2 10 A Copy of the Hazard will then be displayed Enter Amend the data on the tabs as necessary Once this copy has been saved it will be added as a new hazard along with the original on the Hazard list The Technology Forge 2007 W Pocket DC File Zoom Tools Help J7 xii OS EB 10 01 St Johns Secondary School A Block a f F Hazard List Copy Delete Fa File iew E Hazards Handheld User Manual Page 30 of 48 thetechnologyforge 6 2 11 Editing a Hazard To edit a hazard select make sure the correct survey has been selected from the Survey List shown in figure 6 1 2 Tap on the Hazards button to list all the hazards attached to the survey To edit a hazard either tap on the File menu and select Edit or alternatively hold the stylus down on the hazard and select Edit from the context sensitive menu figure 6 2 11 W Pocket_PC LI m E File zoom Tools Help er xio amp ED 10 01 St Johns Secondary School 4 Block 4 m Descristen Room Edit Copy Delete File View Figure 6 2 11 Either option will produce the Hazard screen Amend the data on the appropriate tabs and then tap on the Save icon to save the form Tab Ok to return to the Hazard List Then tap of Ok again to return to the Survey List 6 2 12 Deleting a Hazard To delete a hazard select make sure the correct survey has been selected from the Survey List Shown in figure 6 1 2 Tap on the Hazards button to l
27. n screen of tf facility The Hazards module can be found on the tree structure in the left hand pane of the screen Figure 2 1 shows an example of the structure Be Alt Reports Bea Hep iS Oe ee pral E EL tf laly Asbestos MOHS100 Surveyts 40 8 Piopeny Heeeber E Harmi Sinem Fal Gack Fie us Presa Beck Suni Daa Sunes E Acheson MDH E0 F Wooded Denai D 15092005 Bana Tcecnba Mer Block 1904200 Unta ees La Issued Gr D Wo Complies EE Gl brzee CG EMS B Donon Sage F Erem Sanep ST Sue ieee DAA Suraj a I ent ipd Wak a E Estate Management Decument Repite DD Anaabusrt Codet Sei Canach E sen b 2 sgerer W E Sururi Cicplayed Ver Sue amgang isi Figure 2 1 Each level of the tree can be accessed by the plus buttons to the left of the modules The Hazards module on the tree may consist of one or more Survey Types e g Asbestos Confined Spaces The Technology Forge 2007 Page 6 of 48 Hazards Handheld User Manual thetechnologyforge The first level below the type is Surveys where the main surveys are contained Each status folder A New B Issued C QA and D Complete enables the management of the surveys For example a Survey is created at the A New status then moved to B Issued where the data collected is then entered The survey can then be moved to C QA if the survey is to be verified and to D Complete when the survey data is complete See section 3 6 of the
28. ology Forge 2007 Page 33 of 48 Hazards Handheld User Manual thetechnologyforge 6 4 1 Inaccessible Areas It is also possible to record areas within a room such as a locked cupboard on the survey Highlight the survey from the Room s list and then select the Room s button Tap on the file menu and select Inaccessible Areas This will activate the Inaccessible Areas screen figure 6 4 2 MS Pocket_PC File zoom Tools Help t Inaccessible Area Z7 sx 11 06 ak Ej Figure 6 4 2 Enter the details as appropriate in the textbox then tap on the OK button This will return to the Room s List Alternatively highlight the survey from the Survey List screen then tap on the Details button This will activate the Survey Detail screen Tap on the Comments tab and complete the Inaccessible Areas textbox as necessary Entering the Inaccessible Areas data in both of the above locations will be transferred to the other 6 4 2 Deleting a No Access record To delete a No Access record tap on the room from the list Then either tap on the File menu and select Clear Status or hold down the stylus and select Clear Status from the context sensitive menu A message will ask to confirm the deletion Say Yes and the status of No Access on the room will be deleted Note If the Survey had any No Access records against it before it was sent down to the handheld then it will be noted on the History tab on the PC that the No Hazard record has
29. onfirm how many rooms have been added Tap on the Ok button to return to the Room List and the new room s will be added The room details can then be amended if necessary see section 8 1 8 4 Deleting a Room A room can only be deleted if it has been created on the handheld To delete a room either select Delete Room from the File menu or highlight a room hold down the stylus and select Delete Room from the context Sensitive menu The Technology Forge 2007 Hazards Handheld User Manual Page 40 of 48 thetechnologyforge 9 Backing Up and Restoring Data on the Handheld There are two ways of backing up and restoring data on the handheld on the file store of the handheld or on an external memory card e g Secure Digital or Compact Flash Jacket Both operate using the same method Hazard data can be backed up or restored via the Tools menu on the Survey List screen Shown in figure 6 1 2 9 1 Backing Up the data Select Backup from the Tools menu on the Survey List screen This will load the Backup Data screen figure 9 1 1 kel 2 Backup Data m 11 52 ak ea Source Program Files TFSurvey Target Storage Cardi TFSurveyl19 06 eU02 11 52 05 Storage Card Figure 9 1 1 Select an option e g File Store or Storage Card from the pick list and press Backup Once the backup is complete a warning message will be displayed indicating that the backup was successful Note that 3 files will be saved but stored
30. ord is indicated by the following icon M 6 3 1 Deleting a No Hazard record To delete a No Hazard record tap on the room from the list Then either tap on the File menu and select Clear Status or hold down the stylus and select Clear Status from the context sensitive menu A message will ask to confirm the deletion Say Yes and the status of No Hazard on the room will be deleted Note If the Survey had any No Hazard records against it before it was sent down to the handheld then it will be noted on the History tab on the PC that the No Hazard record has been deleted on the handheld see section 4 4 The Technology Forge 2007 Page 32 of 48 Hazards Handheld User Manual thetechnologyforge 6 4 Adding No Access Records It may be possible when carrying out the survey to record rooms where there is no access To add a No Access record highlight the survey on the Survey List screen and select the Room s button as shown in figure 6 1 2 Tap on the room with no access then tap on the No Access button to activate the No Access screen figure 6 4 1 Figure 6 4 1 MS Pocket_PC File zoom Tools Help ec No Access dr ax 11 06 ak Room Room description Comments The Room code and Room Description will be automatically populated Enter any Comments if desired This is an optional field Tap on the Ok button on the screen and it will return to the Room list A No Access record is indicated by the following icon H The Techn
31. p on the Room s button on the Survey List screen to activate the Rooms List see figure 6 1 4 Figure 6 1 4 WW Pocket_PC File zoom Tools Help D x103 GD Type ey VM f _ ater code Iesse Last Geography Lyndhurst Room Infants Classroom Classroom Geography Junior Mo 1 Corridor Py CG C File iew Ej The list displays every room within the block that has been selected The room data is automatically transferred to the handheld when the survey is sent down The Room List also indicates any hazard details recorded against the room Hazard see section 6 2 No Hazard see section 6 3 and No Access see section 6 4 Each record is indicated by an icon against the room Hazard No Hazard No Access iu The Technology Forge 2007 Page 20 of 48 Hazards Handheld User Manual thetechnologyforge 6 1 3 Room Filter Every room in the block is automatically displayed but the list can be filtered either by selecting the room Type from the pick list or entering the room code in the Code field Once the criteria has been entered tap on the Filter button and the room list will display the selection From the Room List it is possible to add Hazard details see sections 6 2 6 4 It is also possible to add new rooms or to amend existing room data see section 8 To add a Hazard to a room tap on a Survey on the Survey List then on the Rooms button to activate the Rooms List shown in figure
32. pe 21 Teaching Storage Figure 8 1 1 Amend the details as appropriate then tap on the Save icon to save the changes Tap on the Ok button to return to the Room List 8 2 Creating a New Room When on site with the handheld it may be necessary to create a new room to record hazard details against Either select New Room from the File menu or hold down the stylus on a room on the list and select New Room from the context sensitive menu Either option will activate the Room Details screen Shown in figure 8 1 1 Enter a Code Description and Room Type These are mandatory fields Enter a Floor Area is desired This is optional Save the room by tapping on the Save icon then tap on the Ok button to return to the Room List The Technology Forge 2007 Page 38 of 48 Hazards Handheld User Manual thetechnologyforge 8 3 Creating a New Room Range If there are many rooms to create for the block that is to be surveyed the New Rooms Range allows multiple rooms of the same type to be created To create a new room range either select New Room Range from the File menu or hold down the stylus on a room on the list and select New Room Range from the context sensitive menu Either option will activate the New Room Range screen figure 8 3 1 WW Pocket_PC File zoom Tools Help ec New Room Range r x 11 12 ak A Block A Prefix Mask ooo Pad Nos Start End Type Ee detais roomust Figure 8 3 1 The Prefix field will be
33. senseseess 16 6 Performing Hazard Surveys sssssssssssessesssnensnsssesssnsnsnsesssssnsnsneceesesnsnenseees 18 Sek Staring a SUVE V a aaa a 18 GLT SURVEY RE NEE 19 OA TROIS EE 20 E Le ee isic to sete fe Stee toed teks tod ded to de a dh a Seema 21 GLA Hazard BEEN 21 6 1 5 Deleting a Hazard Survey cccccseecceseeceeeeeeseeceeeeceeeeeeeeeseeeeees 21 62 Addio a Haza ge EE 22 62 r Hazard ee 23 62 2 RISK ee tow ata Ee EEN ae teas EEN EE EEN 24 02o Material EE 25 GZA ASAT OS sa E A a N uaa 26 CA ACHO e a a TO ene Ore 27 620 Comments TIDA anne Ar eantttet 29 OAT Eding all ACON EE 29 E Deleting an ACTON WEE 29 E ATS IS EE 30 6 210 Copying a Hazard ME 30 6 2 11 Editing a Haz drd es ge ie dee Seed EE eh deele 31 6 2 12 Deleting a Hazard EE 31 6 3 Adding No Hazard RecordS j c cecceseeceseeeeeeeeeaeeeeneeseneees 32 6 3 1 Deleting a No Hazard record 32 6 4 Adding No Access Records 33 6 4 1 I naccessible Areas wit once tle nda wind arotwt wees onsnontiededias 34 6 4 2 Deleting a NO ACCESS record 34 The Technology Forge 2007 Page 3 of 48 Hazards Handheld User Manual thetechnologyforge 7 BOCK Siis 35 ZA Amending Block DetailSesrucnsuonuensao nan 35 Tid Creating a New BlOCK guest gege 36 Zt Surveying a Ee e EE 36 725 Deleting a Blo Kecen EE 37 8 L eu CN 38 8 1 Amending Room Details sisissrisaiasn aa 38 8 2 Creating a New Room 38 8 3 Creating a New ROOM Range 39 E SE Dele
34. t have a value and is defaulted to No unless it is updated A Sample Required Yes No Taken can be selected via the pick list Enter a Sample ID and Origin if desired Choose a Sampled On date via the pick list which will activate a calendar to allow a date to be chosen A Sampled By can be chosen from the pick list If any fields have been amended on this tab tap on the Save button to save the changes The Technology Forge 2007 Page 26 of 48 Hazards Handheld User Manual 6 2 5 Action thetechnologyforge Tapping with the stylus on the Action tab will list any Actions recorded against the Hazard see figure 6 2 5 Figure 6 2 5 MS Pocket_PC File zoom Tools Help EC Hazard dr ax 10 59 ak Actions no em e P NEWS34 Cleanup g 22 2005 New Risk Material Sample Action User 4 gt mx Ej To add an Action tap on the New button This will activate the Hazard Action screen figure 6 2 6 The Technology Forge 2007 W Pocket DC File zoom Tools Help Leg fF Hazard Action D xiii amp Action ID MEW35 Action 02 Repair Trek 9 23 2005 DE Frice Band one Priority O2 Routine VM Res rat RE Hone Mi Completed actu Eh Details comments ex Ej Page 27 of 48 Hazards Handheld User Manual Figure 6 2 6 thetechnologyforge Select an Action from the pick list mandatory Select a Target Date from the pick list optional This will activate a c
35. thetechnologyforge Hazards Handheld User Manual v2 1 01 0000 Vi d 00 00000000 0000000 0 tf facility The Technology Forge 1998 2007 thetechnologyforge Document Control Courseng Le Hazards Handheld User Manual Jenny Wattis Date last updated po Last updated by S tf version E 26 02 2007 14 32 Modification History Doc Author Summary of additions changes version no Sept 05 Revision to bring in line with v2 1 01 Feb 07 Re ordering of tabs Po a E The Technology Forge 2007 Page 2 of 48 Hazards Handheld User Manual thetechnologyforge CONTENTS 1 tf Facility Background scssscssesssesnsnensesesesnsnsnsesesesnsnsnseseneessesesenenesesesenenenes 5 Introduction to the Hazards Module s ssssssusnusunununnnnnnunnnnnnnnnnnnnnnnnnnnnnn 6 SY SCEM CONVENUION EE 8 Jk E aleet SCh CCN EE 8 32 PCL SUS ee 8 J ACHUON Oh ge e EE 9 3A GK db e KE 9 53 5 COSTING ae S Cl EE 9 Sr LIST VIEWS vesaccacsacdasak EE EE 10 3 7 Text Entry using Transcrber 10 3 8 Text Entry with the Keyboard 11 4 RAZA SUrVEVS aiina cate acuceatas eae tea hcpuceeneceaute cei aes eaeaaga esac 12 Al Vd 8 a ee EE 12 4 2 Creating a Hazard Sue 12 4 3 Creating Multiple Surmvevs 13 44 History Fa EE 14 45 Edtinga Hazard Te 15 4 6 Deleting a Hazard Survey cccsscccseeecseeeeeeecsseceaeeesaeeeees 15 Sending Hazard SUVEYS scscssesesssesesessnsnensescsenenenenenseeeneeeneneneesee
36. ting Multiple Surveys Surveys can be created in multiple to make the process of sending the surveys to the handhelds quicker Surveys can also be sent to the handhelds in multiple see section 5 for more details on how to do this To create multiple surveys select New to open the Select Block form as explained in section 4 2 Use the plus buttons to expand the levels to see the blocks for the properties that the surveys are to be created for Then while holding down the Ctrl key on the keyboard use the mouse to select each block Figure 4 3 1 shows an example of multi selected blocks Click OK to create the surveys A message will confirm how many surveys have been created All surveys created in a batch will The Technology Forge 2007 Page 13 of 48 Hazards Handheld User Manual thetechnologyforge have the Survey Ref New However these will need to be changed to a unique number before the surveys can be sent down to the handhelds Select Block Childrens Home College Commercial Community Centre County Farms Leisure amp Libraries Museums Sr MUS 01 ah MUS 01 01 A Nursery Open Land Primar Education PRO PR 02 Ais PR 02 01 ppo PR 12 vie PR12 01 o Woodend Museum Site Woodend Museum Block C Block D Block Z Home Farm Primary Quedgeley Primary Quedgeley primary Block 4 Mogspits Elmbridge Elmbridge Infants School Hlock A Search Figure 4 3 1
37. ting a ROOM D 40 9 Backing Up and Restoring Data on the Handheld 00 41 9 1 BaCkinG Up tne TEE 41 92 RESEOMING DAC EE 42 10 Retrieving a Hazard SUV ssscsssscsssesssssessssssssssesessnsssnsesenensnensnsneesens 43 The Technology Forge 2007 Page4of48 Hazards Handheld User Manual thetechnologyforge 1 tf facility Background tf facility is a premises register that contains detailed information on entities such as sites buildings blocks and spaces This data can be fully integrated with other modules such as Suitability Sufficiency DAA Disability Access Audit and Hazards amongst others There is also the capability to link documents and drawings including linking CAD drawings to import data in to the system tf facility enables you to easily manage the information entered it provides full reporting and analysis and automates and facilitates the tasks involved in managing a variety of establishments tf facility has been developed to conform to DfES requirements and therefore a number of standard outputs have been developed which will streamline the production of electronic data exchange The system also makes extensive use of Microsoft products such as Word and Excel to output data quickly and easily We therefore recommend that you ensure that these products are available on the managing of user permissions and system security The Technology Forge 2007 Page 5 of 48 Hazards Handheld User Manua
38. tion Survey Type and Surveyor have been inputted See section 6 1 on adding the Survey Details For adding No Hazard and No Access records against a new block rooms must be created as it is mandatory to select a room when adding either of these records The Technology Forge 2007 Page 36 of 48 Hazards Handheld User Manual thetechnologyforge 7 3 Deleting a Block It is not possible to delete an existing block on the handheld If a new block is created see above then it can be deleted by deleting the survey see section 4 6 on how to do this Note To delete a survey created on the handheld records against the block new Rooms Hazard No Hazard and No Access records must be deleted first The Technology Forge 2007 Page 37 of 48 Hazards Handheld User Manual thetechnologyforge 8 Rooms 8 1 Amending Room Details When performing a hazard survey it is possible to amend the details of the block that is being surveyed To amend the details of a room tap on the Room s button on the Survey List screen shown in figure 6 1 2 This will activate the Room List shown in figure 6 1 4 Tap on aroom then either select Edit Room from the File menu or hold down the stylus ona room on the list and select Edit Room from the context sensitive menu Either option will activate the Room Details screen figure 8 1 1 WW Pocket_PC File zoom Tools Help oi Room Details dr mx 11 11 ak 4 Block A Code Description Room Ty
39. under one file name Once the data has been backed up it will be stored in the File Store or external memory card and given the date and time that the backup took place Click OK to return the Hazard program The Technology Forge 2007 Page 41 of 48 Hazards Handheld User Manual thetechnologyforge 9 2 Restoring Data Select Restore from the Tools menu on the Survey List screen This will load the Restore Data screen figure 9 2 1 ra Restore Data f 12 09 ak Storage Card borage Card TFSurvey Filename BW 16 06 2002 16 26 40 13 06 2002 16 45 55 18 06 2002 16 55 14 19 06 2002 11 52 05 19 06 2002 11 56 54 Figure 9 2 1 Select Storage Card from the pick list A list of all data that has been backed up will be displayed Highlight the data you wish to restore and press the Restore button A warning message will be displayed asking you to confirm you wish to overwrite any existing data on the handheld Click Yes to proceed A warning message will be displayed confirming that the data consisting of 3 files has been successfully restored Click OK to return the Hazard program To remove data from the file store or memory card highlight the data and press the Delete button The Technology Forge 2007 Page 42 of 48 Hazards Handheld User Manual thetechnologyforge 10 Retrieving a Hazard Survey Before retrieving it is important to make sure that the Hazards application has been exited on the handheld before t
40. ve been assigned the Same Survey Ref on the handhelds If this is the case when the surveys from both handhelds are retrieved if a Survey Ref is a duplicate it will be given a new survey ref A message will inform you of the new survey ref It can then be changed in the survey on the PC if necessary Click on Next The next Step will show any new blocks created or amended on the handheld figure 10 4 The Technology Forge 2007 Page 44 of 48 Hazards Handheld User Manual thetechnologyforge Survey Retrieve New Blocks were added on the Handheld Check for corect matching to existing Blocks Block added on Handheld Matched Facility Block EB 10 01 St Johns Secondary 5 65895 New Block Match Block Update matched Blocks with details from handheld Update amended Blocks with details from handheld Cancel Figure 10 4 There is the option to match any new blocks created on the handheld to an existing block in the database on the PC Match Block Alternatively select the Create New Block button if it is a new block or cancel the screen shown below and the block will be added as a new block once the Next button is pressed Create New Block school EB 10 01 5t Johne Secondary School Black 65595 New Block ls this block a new Block or one of the existing blocks below Description Block 4 Link to Selected Block Create New Block Cancel Return to the Block list to be added and cick on the Updat
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