Managing "Test and Tag" records

Managing test and tag requirements and records for lots of items individually can be a pain. Here’s a short-cut method to reduce the workload, without compromising your data-based decisions.

"Test and tag" is about managing electrical risks in the workplace, and it involves inspection and testing of electrical cords and appliances to make sure they are safe to use. In the UK, the same thing is called "PAT" - portable appliance testing.

It is not uncommon for an Australian workplace to "test and tag" every single electrical item every 6-12 months. High risk workplaces like construction and mining can be required to conduct test and tag as frequently as every 3 months.

How to manage 'test & tag' in QSToolbox?

Use the Assets module to track all of your tools, equipment, etc and their due dates.

Step 1.

Add the assets into QSToolbox to build your Assets Register.

If you need to enter a lot of assets all at once, contact our support team about having the information imported.

Step 2.

You'll need to create a suitable "Asset Requirement" so you track test and tag records. When you're creating the requirement, also define how often it needs to happen. You may need to set up a few test and tag requirements for different kinds of equipment, e.g.,

• Test & Tag for office equipment - every 5 years
• Test & Tag for workshop fixed equipment - annual
• Test & Tag for electrical hand tools - every 3 months

Step 3.

For each asset, choose the appropriate test & tag requirement.

e.g., the office printer has the requirement "Test & Tag for office equipment".

You could also do this using requirement groups, e.g., a group called "Office electrical equipment" with the requirement "Test & Tag for office equipment". When you add the office printer asset, select the requirement group and its requirements will automatically apply to the asset .

Step 4.

Add an asset record for the last time the test and tag was done.

If it's a new asset and test & tag has not been done previously, add a record with the installation date (or 'today') in the 'record date' field and fill in the 'expiry date' field manually to set a due date for the first test & tag.

Step 5.

Each time test & tag is conducted, you add an Asset Record and optionally upload the test and tag report. QSToolbox stores the evidence you need to prove compliance in an easy to access central location, safeguards it against loss, and facilitates internal audit.

However, if you have 50 power cords and 80 hand tools being test and tagged every 3 months, this will quickly become unwieldy.

But what is the EASY way?

Why have fifty due dates when one will do?

If all those electrical tools get tested and tagged at the same time, you only need one due date and reminder for all of them, not separate reminders for each one.

How?

Create another asset to represent a set of assets and manage them as one.

The exact approach depends on the action you’d take if an item in the set fails the test.

(A) For lower value items that are disposed of on failure.

If it is not really necessary to keep each item in the register separately, you may be able to treat them as one item, e.g., 20 extension cords that are all essentially the same and are used in similar conditions.

In this case, add a single Asset to represent the set of extension cords and select the apprpriate 'test & tag' requirement.

e.g.

Asset Number: 5

Name: Double insulated power cords in workshop

Description: 20 units.

Requirement: Test & Tag for workshop fixed equipment

You may want to add an identification tag to each cord in the set showing the shared asset number.

When the items get test & tagged (all at the same time), add one record and attach the test & tag report to ‘tick off’ all of them at once.

Each cord is still physically tagged individually with the test date, which satisfies the WHS record keeping requirement, and you’ll be able to see in QSToolbox when it's time to book in the test & tag contractor and/or easily check that it has been done.

Obviously you can (and will probably need to) create different groupings for different kinds of assets on different testing frequencies.

e.g.,

Asset Number: 6

Name: Extension cords in Office

Description: 8 units

Requirement: Test & Tag for office equipment

On failure:

If one of the extension cords fails the Test and Tag, it is disposed of. To record the action taken, add an Asset Record to note what's happened and update the number of units in the asset description. If you buy more cords in the same category, add an asset record to the group to note this information and update the number of units.

(B) For items that are repaired on failure.

You will add each item individually to the Assets manager and ALSO create another asset to manage them as a set, and use the 'related items' function to link them together.

Asset: 327 - SET: Workshop Hand Drills (the 'parent' asset)

• Asset: 79 - Bosch Drill
• Asset: 123 - Makita Drill
• Asset: 124 - DeWalt Drill
• etc,

Rather than having a test & tag requirement on each item, you only set the requirement for the parent asset. When the work is performed, add one record under the parent asset to show it has been done and optionally upload the report (same as before).

On failure:

In this case, when an item fails you will create another Asset record - under the asset with a problem, recording the details of the failure and the actions taken to remedy it. (if you end up disposing of the asset, make it 'inactive').

With method "B", you can still manage the set of assets as one - with fewer due date reminders and fewer records to add, while also being able to view the history of a particular asset in one place.

Confused? Have questions?

Get in touch with our support team to discuss your situation and we'll help figure out the best approach for managing your test & tag records in QSToolbox.