Risk assessments forms one of the key procedural aspects required by Facilities Management (FM) organisations.

Effective risk management for all members of staff is an absolute must whilst FM companies are managing the support function for their customers.

In practice, however, it can be time-consuming to document and disseminate risk assessment information across an organisation.

The CRAMS cloud-based software tool has been developed to streamline risk assessment management to tackle this issue, offering an efficient system of identifying, documenting, assessing, and ultimately managing risk. The system determines your employees’ competency based on the risk assessment that has been applied to their job role and automatically enrols them on Health and Safety e-learning where a competency shortfall has been identified, all at an inclusive cost. The system automatically reviews when refresher training is due and enrols employees in good time to ensure all the required competencies are always up to date.

CRAMS can be used for quantitative and qualitative risk assessments, acting as a crucial and comprehensive source of risk assessment data for use across organisations in a variety of health and safety contexts.

CRAMS has been carefully developed to provide the accessibility organisations need to anticipate and mitigate risk from anywhere, while providing the data and knowledge needed to drive forward company-wide risk assessment strategies.

The system is fully customisable for the needs of your organisation, to identify the workplace hazards that apply to your employees.

Automated prompts and reminders help your organisation fulfil key risk assessment legal requirements and audit risk assessment data for compliance

Hard Services

The Hard Services sector has the highest potential for accidents and serious injury due to the types of work that your employees carry out. It is essential that your risk assessments are kept up to date at all times ensuring they are reviewed at the required intervals and acknowledged as understood by your employees. Keeping your documentation up to date is difficult enough, although this is further compounded by new employees and ensuring the correct Health and Safety competencies are in place.

The CRAMS system allows for your leavers to be disabled and your new starter employees to be added to their job role. The system analyses all Risk Assessments & Method Statements that the job roles have been assigned to, and enrols the new employee on the required Health and Safety e-learning courses deemed required by the Risk Assessment, where a competency shortfall has been identified. Furthermore that system automatically advises your employees when refresher training is due, at intervals determined by you. The system has an easy to use management tool to help the controlling manager with ensuring your staff complete the courses. Our CRAMS system translates into 56 languages, seamlessly ensuring that the risk assessments can be communicated effectively into your employees native language, this guarantees that there are no misunderstandings.

Some of our FM customers are generating the Method Statements centrally by their Health and Safety departments, helping with task output and generic risks, for further review at site level. This has helped with the required tasks not being over/under specified by their employees.

Thankfully, the risk that each of these could pose to staff can be minimised by providing sufficient training and equipment.

Our CRAMS software takes you through what you need to consider to make your business safe.

Hospitality

Whilst some of the job roles such as Receptionists & Mailroom in the Soft Services sector maybe of a lesser risk of accidents than those in Hard Services, others such as cleaners or those that work in catering departments are still at substantial risk. Regardless, risk assessments should be in place for all your employees. These risk assessments need to be read and understood by your employees at the prescribed review period. Our CRAMS system translates into 56 languages and ensures that the risk assessments can be communicated effectively into your employee’s native language.

The CRAMS system allows for your leavers to be disabled and your new starter employees to be added to their job role. The system analyses all Risk Assessments & Method Statements that the job roles have been assigned to, and enrols the new employee on the required Health and Safety e-learning courses deemed required by the Risk Assessment, where a competency shortfall has been identified. Furthermore that system automatically advises your employees when refresher training is due, at intervals determined by you. The system has an easy to use management tool to help the controlling manager with ensuring your staff complete the courses.

Some of our FM customers are generating the Method Statement centrally by their Health and Safety departments, helping with task output and generic risks, for further review at site level. This has helped with the required tasks not being over/under specified by their employees.

Thankfully, the risk that each of these could pose to staff can be minimised by providing sufficient training and equipment.

Our CRAMS software takes you through what you need to consider to make your business safe.

Case Study – Facilities Management

Business background

A facilities management company deliver a mid-week contract cleaning service to a busy doctor’s surgery who aim to provide a comprehensive, personal, and professional service within an accessible, modern, and comfortable environment.

The Practice achieves this with the participation and support of a large team of Practice Nurses, Reception and Administration Teams, District Nurses, Health Visitor, and Midwife.

The huge numbers of patients are cared for by a team of nine doctors who are supported by a team of staff.

Excellent facilities are offered for the disabled and parents with children in prams. Most of the clinical consulting rooms are located on the ground floor with disabled toilet facilities nearby. A lift is available for patients requiring access to the counselling rooms and additional clinical areas on the first floor.

Offices and all other staff areas are located on the second floor.

The surgeries latest CQC report states, “good with outstanding qualities” and the Management team are keen to keep standards high, including the cleanliness and the facilities management company are contracted to deliver this requirement.

Challenges faced

  1. COSHH Risk Assessments not reviewed regularly enough to ensure data was current.
  2. Training delivery was difficult due to the unsociable hours worked by Cleaning Operatives.
  3. Contract Manager remembering when to deliver refresher training.
  4. Managing remotely, it was difficult for the Contract Manager to see what was occurring (incidents/accidents).
  5. Managing remotely, it was difficult to fully assess task competencies. There was no way of proving that employees had fully understood the work that needed to be achieved and the potential risks involved.
  6. Products were being used inappropriately both in the way of dilutions and sometimes the wrong product for the task in hand.

Solutions that CRAMS delivered

  1. CRAMS allow for easy creation of all COSHH Risk assessments. In addition, the Contract Manager is reassured by the fact that any changes, for example, to the chemical composition or legislation means that intuitive notifications are sent, advising them that something has changed and therefore a review is required.
  2. All training, identified as required in the COSHH Risk/Task Risk Assessment, is undertaken via an e learning portal. This means that Cleaning Operatives can complete this training at a time to suit them.  In addition, the CRAMS system notifies when this training has been completed providing the Contract Manager with peace of mind that the team are compliant and competent to perform the tasks in hand.
  3. CRAMS logs when refresher training is required and therefore sends notifications to the Cleaning Operatives and the Contract Manager, reminding of this. CRAMS indicate that Cleaning Operatives are no longer competent to perform tasks if this training is not completed within the timeframe required.
  4. For total peace of mind, the Contracts Manager, can log onto CRAMS at any time to evaluate the dashboard, which provides an overview of the contract.
  5. Cleaning Operatives can easily communicate with the Contract Manager, via CRAMS, by logging incidents and or accidents. These prompt further assessments to be carried out by Management, to mitigate the risk of further incident or accident.
  6. When risk assessments are updated, Cleaning Operatives receive an e mail instructing them to re-read the CRAMS. A button must be clicked to confirm that this has been completed and understood, informing the Contract Manager that the Operatives are once again competent to complete their work.
  7. CRAMS host a library of all the up to date MSDS sheets and Features and Benefits sheets, so Cleaning Operatives can review these at any time.

In addition, CRAMS indicates which product should be used for the specific task in hand and at what dilution, reducing the probability of using products incorrectly.

Facilities Management Company Comments 

CRAMS provide us with total peace of mind encouraging my employees to take responsibility for their own health and safety too.  The CRAMS system represents excellent value for money, providing my team with all the training they need.  It is easy to use and follows a systematic approach which helps me deliver a consistent and compliant service to my customer.

Mark Mullin – Logistics Manager

Genilogic Comments

Spectrum Cleaning Solutions had many health and safety processes in place already, fully appreciating the importance of COSHH and Task Risk Assessments.  However, by working with Spectrum, and introducing CRAMS they now have an extremely robust and intuitive H & S Management system in place which will help them manage their team consistently and safely on a day to day basis.

Justin Jones – Director