We have made the decision to go live with RailHub Version 3.0 on Monday 18 September at 9am. The reason behind this decision is to help our users get to grips with the changes detailed in the new 019 Standard (Issue 9). The last date that packs can be created against issue 8 of the standard is on midnight, 22 September 2017. Packs that have been created against the old standard before 23 September, can still be accessed in RailHub 2.9 (019/issue 8) and all new packs that are created after 22 September need to be done in the new version of RailHub.
If you have already set up your PICs and SWLs, then you should have access immediately. If you have not yet assigned your Persons in Charge or Safe Work Leaders, please get in touch with us as soon as possible to set this up by calling 0191 477 4951.
As part of the upgrades to Issue 9 of the 019 Standard we have added new functionalities to our RailHub platform.
RailHub Version 3.0
Collaboration Tool:
SWP has a built-in collaboration feature, which automatically includes key individuals involved in the pack creation process (e.g. Planner, PIC, COSS, RM). This allows users to communicate within the RailHub, throughout the SWP process (including draft stage) in text format, including direct messaging. All communication is stored with the final SWP Pack for audit trail purposes.
Gradient information:
You will find a new section in the reference materials for all of the gradient data along with the existing source reference data, including:
Sectional Appendices (including related)
Signal Diagrams (including related)
National Hazard Directory
Gradients (new)
Signal Boxes
Control Rooms.
Assigning a Task Briefing from an existing WPP:
The RailHub suite of desktop applications includes Work Package Plans and Task Briefs (WPP/TB).
A Task Brief that has been created in the WPP/TB app within the RailHub will automatically appear in a drop-down list when linking a pack to a project and creating shifts. At this point the task briefing can be assigned to your SWP along with any other tasks, risks, permits and emergency procedure information, e.g. hospital and welfare facilities.
Manually adding Tasks/Risks:
This can be done in the Task/Risk section of the SWP by either adding the information in the text boxes provided or uploading your own tasks and risks. NB: a new task/risk register will be added to this section in RailHub Version 3.1. Further information will be available in early October 2017.
Adding Permits:
The SWP now has a dedicated section for creating and/or uploading your permits to work. In addition, we have provided text boxes should you wish to add any additional information within this section. Documents need to be uploaded in PDF version. A new permit register will be released in version 3.1 including a suite of industry standard permits to work.
eSign – PIC Verification and COSS Endorsement:
SWP desktop application contains a full end-to-end digital eSign workflow. Each user will be assigned their own personal secure RailHub account, with an eSignature. In order to send an electronic pack direct to the ePIC mobile app, all users must have completed the workflow, and signed the various sections as required. We have detailed below the stages that must be completed to create and sign off a Safe Work Pack (SWP).
Step one: pack created by Planner.
Step two: checked by Planner (planner confirming they are happy with the pack and sending to PIC for verification).
Step three: verified by PIC (the PIC can either verify the pack, confirming they are happy with the SWP or they can delegate onsite duties to a COSS).
Step four: endorsed by COSS (if the PIC has decided to delegate duties, the selected COSS must endorse the pack).
Step five: authorised by RM (the RM confirming they are happy with the SWP and the pack is ready to be used).
Step six: accepted by PIC (the PIC accepts the SWP onsite, by using the ePIC mobile app or manually signing a pack in the normal way).
Step seven: Pack returned by PIC/COSS (an electronic pack can be returned automatically using the ePIC mobile app and will be stored with the pack for audit trail purposes).
All users are notified via email notifications throughout the workflow of any outstanding steps.
SWP History (audit trail):
Each Safe Work Pack has its own individual audit trail. All steps of pack creation and sign off are recorded with username, time and date stamps including:
Pack created (Planner)
Pack checked (Planner)
Verified (PIC)
Endorsed (COSS)
Authorised (RM)
Accepted (PIC)
Pack returned (PIC/COSS)
If the pack is rejected at any stage, this is also captured along with the reason for the rejection.
Late verification:
A pack should be completed within a minimum of one shift (12 hours) before the work is due to start. If a pack is verified in less than 12 hours, then the PIC must provide a reason why the verification is late in the new section provided. This information will be stored with the SWP pack for audit trail purposes.
Automated reporting:
Packs not returned:
This allows organisations to monitor the number of packs that have been returned following a shift, and more importantly, identify the packs that have not been returned.
Late verifications:
Identify all SWPs that have been verified within one shift of the work commencing.
Lessons learned:
Identify and monitor all SWPs that have been returned with issues/errors to help identify lessons learned (ePIC only).
10% SWP review:
Review 10% of all completed SWPs.
SSOW not implemented/work incomplete:
Identify and monitor the worksites/SSOW that could not be completed. (ePIC only-cancelled shifts).
Close calls:
View a report of close calls (ePIC only-close calls).
We have completed rigorous testing and have been working closely with our userbase and the wider rail industry to ensure that the roll out of our RailHub platform and the subsequent Version 9 changes is done so successfully, without a hitch. However, if you do experience any issues, please do not hesitate to let us know, by providing feedback via the support tab within the RailHub platform, or by contacting us directly.
Best regards,
OnTrac
