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TOOLBOX TALK

TOOLBOX TALK

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TOOLBOX TALK

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  1. TOOLBOX TALK ELECTRONIC FIRE AND EMERGENCY ROLL CALL SYSTEM

  2. ELECTRONIC FIRE AND EMERGENCY ROLL CALL SYSTEMContents • How the system works • Why are we introducing this system? • When is the system going live? • When should employees clock in and out? • Questions and problems? • Any questions?

  3. ELECTRONIC FIRE AND EMERGENCY ROLL CALL SYSTEMHow the system works • Currently when we arrive on site we should clock in at the nearest clocking point and this is then registered as the person being onsite at the time clocked. • This information is then held on a server in the IT department. • In the event of a fire alarm an automatic signal will be sent to the server and a list will be generated for each department with all the persons names on and the last clocking in time on the list. • These lists will be printed, if you muster near plant 2 security lodge then the list will be printed in the security lodge and if you muster in plant 3 then the list will be printed near the entrance in plant 3. • The roll callers will collect these lists and take the roll call in the present muster locations.

  4. ELECTRONIC FIRE AND EMERGENCY ROLL CALL SYSTEMHow the system works • The roll callers will then return to the security lodge with the list and confirm if all persons are present. • This information will then be used to inform the relevant emergency service if any persons are missing.

  5. ELECTRONIC FIRE AND EMERGENCY ROLL CALL SYSTEMWhy are we introducing this system? • We are introducing this system because the present system has been proven on a number of occasions to have not worked successfully. • This is particularly the case at week day lunch times, evenings and nights and also weekends with more than one department not being able to confirm all persons present. • Security will now take a more active roll in the muster as they will have the ability to know who should be on site.

  6. ELECTRONIC FIRE AND EMERGENCY ROLL CALL SYSTEMWhen is the system going live? • The system is planned to be in operation early July 2009 for the Plant 2 roll call system and by the end of July 09 for the Plant 3 roll call system. • Before the end of June HR will have collated a list of persons who’s clocking fobs may not be working and issued new fobs to these people as well as persons who do not presently have a fob.

  7. ELECTRONIC FIRE AND EMERGENCY ROLL CALL SYSTEMWhen should employees clock in and out? • Employees and any other person issued with a fob should clock in and out each time they leave site, even if this is just for 2 minutes! • Employees should also clock out if they are going to the following areas: • Vita training centre • TDG garage or plant 1 area

  8. ELECTRONIC FIRE AND EMERGENCY ROLL CALL SYSTEMWhen should employees clock in and out? Employees should always clock out when leaving the area edged in red and clock back in when entering again

  9. ELECTRONIC FIRE AND EMERGENCY ROLL CALL SYSTEMQuestions and problems? • Will my pay be altered if I have clocked in and out during my working periods? • You should always seek authorisation from your manager prior to leaving, any adjustments in the T&A system will be made by your own department management as they are presently. • YOU MUST clock in and out each time you leave.

  10. ELECTRONIC FIRE AND EMERGENCY ROLL CALL SYSTEMQuestions and problems? • How do I know my clocking in and out has worked? • Each time you present your fob to the clocking unit it should beep, a green light illuminate and your unique ID number will be displayed on the LCD display.

  11. ELECTRONIC FIRE AND EMERGENCY ROLL CALL SYSTEMQuestions and problems? • When I presented my fob to the clock nothing happened! • You should report this immediately to your supervisor who must with out delay in form security of your name. • The clocking unit will then be checked with a spare fob, either the clock or fob will be faulty. • CAUSE FAULTY FOB • If this is out of office hours security will issue you with a temporary fob for you to use and record this against your name. • Security will hold 10 spare fobs for such events but these must be returned on the issue of your new fob. • HR will then issue you a new fob without delay.

  12. ELECTRONIC FIRE AND EMERGENCY ROLL CALL SYSTEMQuestions and problems? • When I presented my fob to the clock nothing happened! • CAUSE FAULTY CLOCK • The clock will be replaced and tested with a spare fob. • If it can not be repaired then the clock unit will be removed and a notice placed informing employees that they must clock in and out at another location.

  13. ELECTRONIC FIRE AND EMERGENCY ROLL CALL SYSTEMQuestions and problems? • I have lost or forgotten to bring my fob today! • You should report this immediately to your supervisor who must with out delay in form security of your name. • If this is out of office hours security will issue you with a temporary fob for you to use and record this against your name. • Security will hold 10 spare fobs for such events but these must be returned on the issue of your new fob. • HR will then issue you a new fob without delay.

  14. ELECTRONIC FIRE AND EMERGENCY ROLL CALL SYSTEMQuestions and problems? • Can I clock in and out at any point irrespective of where I normally work. • Yes it does not matter where you clock, it should be the nearest to your entrance and exit point from the site.

  15. ELECTRONIC FIRE AND EMERGENCY ROLL CALL SYSTEMQuestions and problems? • I am a driver or sales or other person frequently leaving site when should I clock in and out? • You must clock in and out each time you arrive on site and each time you leave.

  16. ELECTRONIC FIRE AND EMERGENCY ROLL CALL SYSTEMQuestions and problems? • What if I have forgotten to clock in or out? • It is important that we remember to do this and in the short term we will place signs and posters to remind everyone. • In any event you must inform your supervisor or security. • In the event of a real emergency the emergency services could put themselves at great danger looking for people who may be unaccounted for. It is of the up most importance that the system is used correctly by all.

  17. ELECTRONIC FIRE AND EMERGENCY ROLL CALL SYSTEMQuestions and problems? • Where are the clocking points located. (Plant 2) • Works entrance at D Floor facing security • Reception entrance facing security • Block Plant office • Block Plant production exit • Block Plant despatch office

  18. ELECTRONIC FIRE AND EMERGENCY ROLL CALL SYSTEMQuestions and problems? • Where are the clocking points to be located. (Plant 3) • Vitec Works entrance at E Floor on Green Street • Plant 3 exit E floor corner of Green St & Newport St

  19. ELECTRONIC FIRE AND EMERGENCY ROLL CALL SYSTEMQuestions and problems? • The following clocking point is to be removed • CPT moulding area. • The reason for this is that it is within the factory area not close enough to an exit.

  20. ELECTRONIC FIRE AND EMERGENCY ROLL CALL SYSTEMQuestions and problems? • The system is to be tested by security each shift for 1 month. • The lists will be passed to the department managers so they can check that persons are on site and that the system is working correctly. • After a bedding in period the system will be checked daily.

  21. ELECTRONIC FIRE AND EMERGENCY ROLL CALL SYSTEMQuestions and problems? • How will I know the exact date when the system is fully working? • This will be communicated to you by you line management. • Also we will hold 3 practice fire drill 1 per shift to get the fire wardens up to speed with the system. • We will also run in tandem with the existing manual systems

  22. ELECTRONIC FIRE AND EMERGENCY ROLL CALL SYSTEM • Any questions? • If you think of any issues after this TBT please inform your manager. • Thank you in advance for your continued co-operation.