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UNIVERSITY OF PORTSMOUTH ESTATES & CAMPUS SERVICES
LOW VOLTAGE MANAGEMENT PLAN
Estates Department SOP 038 Low Voltage Management Plan
Document author and department: Responsible person and department:
Strategic Maintenance Manager
Approving body Date of approval
Estates & Campus Services Director April 2016
Review date Edition no ID code
April 2018 2
For public access online (internet)? Tick as appropriate
For staff access only (intranet)?
Tick as appropriate
Yes No Yes No
For public access on request copy to be mailed Tick as appropriate
Password protected Tick as appropriate
Yes No Yes No
External queries relating to the document to be referred in the first instance to the
Estates Help Desk:
telephone 023 9284 6677 or email firstname.lastname@example.org.
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PART 1 MANAGEMENT PROCEDURES
1.0 Introduction 5
2.0 Responsibilities 5
2.1 General 5
2.2 Organogram 6
2.3 Duty Holder 7
2.4 Low Voltage Authorizing Engineer 7
2.5 Low Voltage Authorized Person 8
2.6 Low Voltage Competent Person 9
2.7 Project Managers / Designers 9
2.8 Authorized Electrical Contractor 9
2.9 Estates & Campus Services Managers / Supervisors 10
2.10 Health & Safety and Compliance Manager 10
3.0 Risk Assessment 10
4.0 Record Keeping 11
5.0 Competency 11
5.1 Low Voltage Authorizing Engineer 11
5.2 Low Voltage Authorized Person 11
5.3 Authorized Electrical Contractor 12
5.4 Low Voltage Competent Person 12
5.5 Other Trades 13
6.0 Communication 13
7.0 Audit & Review 14
Appendix 1 Example Letter of Appointment for Low Voltage Authorized Person 15
Appendix 2 Electrical Permit to Work 16
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PART 2 LOW VOLTAGE SITE RULES & PROCEDURES
1.0 Portable Electrical Appliances 19
2.0 Fixed Wiring Systems Installation, Alteration & Maintenance 19
3.0 Fixed Wiring Systems - Certification 19
4.0 Fixed Wiring Systems Connection to Final Outlets 20
5.0 Fixed Wiring Systems Periodic Inspection & Testing 20
6.0 Fixed Wiring Systems Circuit Identification 21
7.0 Live Working 21
8.0 Test Equipment 21
9.0 Fixed Equipment Periodic Maintenance 22
10.0 Fixed Equipment Single Point Isolation 22
11.0 Electrical Permit to Work 22
SOP 01 Single Point Isolation for Fixed Equi[pment
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1.1 The purpose of this document is to provide practical guidance for the Estates & Campus Services (E&CS) Department on how it will meet its responsibilities defined in the University of Portsmouths (UoP) corporate Electrical Safety Policy that ensures risks associated with low voltage electrical systems are managed safely.
1.2 The requirements of the Electricity at Work Regulations 1989 have been considered and as a means of achieving compliance for electrical safety on low voltage systems the E&CS Department has adopted the following guidance: Health and Safety Executive publication HSG851 in achieving safe working
practices. Electrical Safety Firsts publication Best Practice Guide 22 in achieving safe
isolation of low voltage electrical systems. BS 7671:20083 (incorporating all amendments) to ensure compliance with
standards regarding installation of low voltage electrical systems.
1.3 Low voltage is defined as exceeding extra-low voltage but not exceeding 1000V alternating current (a.c.) or 1500V direct current (d.c.) between conductors, or 600V a.c. or 900V d.c. between conductors and earth.
1.4 This is a live document and will be reviewed two yearly and/or when a change occurs in the UoP management and organisation, legislation and other such relevant guidance or good practice is changed.
2.1.1 The UoP shall appoint suitably qualified and competent staff to discharge itsresponsibilities with regards to electrical safety and sufficient resources shall be provided to relevant budget holders to enable the UoP to comply with its legal duties.
2.1.2 All relevant persons, either UoP staff or external, involved in the design, installation, commissioning, alteration and maintenance and use of low voltage electrical systems within the University have a responsibility to ensure that, so far as is reasonably practical, they comply with the requirements of this Low Voltage Management Plan (LVMP) to minimise the risk to staff, students and the public.
2.1.3 All UoP staff whom are delegated with specific duties or responsibilities within the LVMP, these duties will be confirmed in writing by either the Duty Holder or the Low Voltage Authorised Person(s).
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The following organogram indicates the main lines of communication relating to the management & control of electrical safety.
Director of Estates & Campus Services Delegated Authority as the Duty Holder
Low Voltage Authorizing Engineer
Appointed in writing by the Duty Holder Role can be undertaken by a suitably
qualified external consultant
Electrical Operations ManagerLow Voltage
Authorized Person Appointed in writing by the Duty Holder on
advice from the Authorizing Engineer
Reactive Maintenance Team
Electrical Maintenance ManagerLow Voltage
Authorized Person Appointed in writing by the Duty Holder on
advice from the Authorizing Engineer
Authorized Electrical Contractor(s)
Low Voltage Competent Persons Electrical Tradesmen
Low Voltage Competent Persons Electrical Maintenance Staff
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2.3 Duty Holder (Director of Estates and Campus Services)
Assume overall responsibility for the strategy and resource allocation (within the limits of the approved budget) of financial and other resources for the management of the electrical low voltage systems within the UoP.
Appoint in writing a suitably competent Low Voltage Authorizing Engineer (LVAE) to provide independent advice and to undertake specific duties in regards to the strategic management of the electrical low voltage systems within the UoP.
Review the LVAEs appointment annually to ensure duties have been carried out in accordance with this Management Plan.
Appoint in writing (see Appendix 1 Letter of Appointment for a LVAP) under recommendation from the LVAE sufficient Low Voltage Authorized Persons (LVAPs) to undertake the operational implementation of this Management Plan. The appointment shall not be for a period longer than three years.
Provide the LVAPs with sufficient authority and support to ensure that all operational procedures are carried out in a timely and effective manner.
Acknowledge receipt of audits undertaken by the LVAE, make any necessary comments and compile an action plan in consultation with the LVAE.
2.4 Low Voltage Authorizing Engineer (LVAE)
Assess the suitability and competence of potential LVAPs and make a recommendation to the Duty Holder of their suitability for appointment as an LVAP. The recommendation shall include the extent of the electrical systems the LVAP is responsible for, and also any areas that are excluded from the LVAPs responsibility e.g. electrical systems / equipment under the direct control of Faculty Departments.
If necessary, recommend the suspension or cancellation of the appointment of an LVAP and withdraw the certificate.
Undertake a periodic review (not to exceed a twelve month period) of each LVAPs operational experience and compliance with the LVMP. These reviews shall pay particular attention to operating records and the issue and cancellation of permits. Formally advise on any training or retraining considered necessary, including when it should be received. These reviews shall also include a meeting with the LVAP and a brief review of the systems or installations to which their appointment refers.
At intervals not exceeding three years undertake a comprehensive audit of the safe systems of work and safety procedures required by this LVMP. A written report of the audit shall be compiled, listing satisfactory items seen and any deficiencies found, and recommendations made. This shall be issued to the appropriate LVAP for action as necessary. A copy of the report with a summary of the findings shall be issued to the Duty Holder.
Review the progress on the action plan agreed with Duty Holder
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Provide technical assistance to the LVAP(s) and/or Health Safety Compliance Manager on investigations of reported injuries and dangerous occurrences involving electrical systems and installations.
To advise the Duty Holder of any deficiency in the number of suitably trained and experienced LVAPs where this significantly impairs managements ability to provide a safe and efficient service.
Provide expert witness and consultancy services as and when requested by the Duty Holder.
Provide ad-hoc advice and technical support to the LVAP(s) as and when required.
2.5 Low Voltage Authorized Person (LVAP)
Co-operate with the LVAE in matters of policy concerning low voltage systems. Assist in assessing the professional competency of persons prior to their
appointment as a low voltage competent person with the in-house Reactive Maintenance Team (RMT).
Assist in assessing the professional competency of electrical contractors prior to their appointment as an electrical contractor authorized to undertake works on the low voltage electrical distribution systems.
Maintain an up to date register of authorized electrical contractors. Undertake periodic, random sampling of the qualifications and experience of
the electrical employees of authorized electrical contractors to confirm they meet the requirements of a Low Voltage Competent Person as defined in Section 5.4 of this document.
Undertake the practical implementation and operation of the Low Voltage Management Plan and the systems and installations for which management is in control of danger and for which the LVAP has been appointed.
To prepare, issue and cancel permits to work when necessary. Ensure that any alterations to the electrical distribution systems or installation
of equipment do not compromise the electrical system and ensure that all records concerning low voltage electrical distribution systems are kept up-to-date.
Report in writing of any serious defects found in the electrical distribution systems, any dangerous and/or unusual occurrences and any unsafe working practices to the Duty Holder and the LVAE.
Undertake periodic (not exceeding a twelve month period) monitoring of the authorized electrical contractors and is to include: a) Visiting work sites and communicating on safety issues b) Visiting electrical switch rooms and electrical enclosures to ensure high
standards of tidiness and availability of appropriate safety equipment c) Confirming that test equipment is in good condition and where appropriate
the calibration is in date.
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2.6 Low Voltage Competent Person (LVCP)
Co-operate with the LVAP in matters of policy concerning low voltage systems and shall comply with the site rules and procedures detailed in part 2 of this document when carrying out work, whether instructions are issued orally or in writing.
Shall use safe methods of work, safe means of access and the personal protective equipment and clothing provided for their safety.
Refuse to undertake work on the electrical systems where the instructed method may give rise to danger to the LVCP and/or other persons.
2.7 Project Managers / Designers
Ensure adequate communication between the design team and the LVAP(s) so that new installations can be assessed and approved for connection into the electrical system for which the LVAP is responsible.
Ensure that all electrical contractors appointed for Long Term Maintenance or Capital project works meet the competency requirements defined in this document and that they can demonstrate evidence of this to the LVAP on request.
Ensure that all new electrical installations and alterations or additions to existing installations shall be designed, constructed, inspected and tested in accordance with the requirements of the latest edition of BS76713.
On completion of the installation and/or alterations, ensure the provision of up to date Operating & Maintenance (O&M) manuals that shall include commissioning certificates and fitted drawings.
Ensure that an electronic copy of the Electrical Installation and/or Minor Works Certificate(s) is inserted into the Electrical Certificates folder located on the K-Drive.
2.8 Authorized Electrical Contractor
Ensure that all employees that undertake work on the UoPs low voltage electrical systems satisfy the requirements of a LVCP as defined in part 5.4 of this document and provide documented evidence of these competencies to the LVAP prior to commencing work on the UoP site.
Be familiar with and comply with the requirements in this document and comply with any instruction issued by the LVAPs in accordance with this policy.
Comply with all site rules and procedures outlined in part 2 of this document unless it can be shown and approved by the LVAPs that their own procedures equal or exceed the standards set in this document.
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2.9 Estates & Campus Services Managers / Supervisors
Shall ensure that all external contractors / persons they have engaged to undertake work on low voltage fixed equipment (e.g. ventilation plant and industrial washers/dryers) are competent to undertake the necessary servicing, inspection and testing without putting themselves or others at risk from injury or ill-health.
Ensure that all external contractors / persons are made aware of the site rules and procedures detailed in part 2 of this document, particularly in regard to the UoPs requirement for undertaking safe electrical isolation of the fixed equipment.
Ensure that all external contractors / persons provide documented evidence that they have received training in safe electrical isolation procedure and if requested forward the evidence to the LVAP for approval.
Ensure that all external contractors / persons prior to commencing work on the UoP site receive an health and safety induction from the Health & Safety and Compliance team
2.10 Health & Safety Compliance Manager
To advise the Duty Holder of any changes in statutory legislation, guidance and best practice that requires a change to the management procedures to ensure the UoP maintains compliance with its statutory duties.
Undertake periodic auditing of the LVMP and the documented evidence to ensure that agreed procedures are followed.
3.0 RISK ASSESSMENT
3.1 It is essential that the risks associated with working on the low voltage electr...