Site Setup

Shark ESMS Site Setup

setup

Shark ESMS setup¹ for a site is straightforward and it can be implemented quickly with the minimum information. However, a little thought and planning at the start will ease the process and ensure its full benefits are realised.
As Shark ESMS is designed to be used for multiple sites within any company, thought should be given as to how it should be structured with a hierarchy of reporting at Site, Region, and Business level.
Initially the site information will need to be set up within Shark ESMS, this can be done in a number of ways depending on information available and for the convenience of the site. ⤵️

The basic information required is

Details of location names, for ease of identification of equipment, this could be a combination of: site or process area²
e.g. Offices, North Site, South site, Batch production specific equipment
e.g. Switchboard A, conveyor B.
List of equipment, RCD’s, Isolators, Emergency Devices & Emergency Lighting within each area, a basic description is adequate but preferably with make/model serial no’s etc. for complete information.
This information should be available from previous inspections or is gathered as part of the initial inspection..
Site Documentation to be added
Group types in addition to standard ones provided
Documents to be added
Documents available to site engineers

For setup of additional sites, documentation groups and company documents will be copied over by Shark ESMS from other sites unless otherwise requested. It is anticipated that not all of the above information may be readily available, most can be added or amended after setup.
Setup service options are:

Minimal information need be entered by Shark ESMS Ltd, with in-house or third party engineers adding items either en block or as the inspections are done.
Shark ESMS Data entry, site to provide details of location and devices for upload.
Setup training.
Further Setup assistance, working with in-house or third party engineers.

The site setup cheat sheet can be used an inital guide in most cases as much of the required information is likely to already be known to Shark ESMS administration 🔝

New Company
New Site


Address	Head office address plus general company contact details if different from the company purchase order.
Contacts:	At least one national level contact should be listed, typically this would be one or all of: National projects or electrical engineer, Health & Safety or Compliance officer or Purchasing. An email is only required for a Managers Dashboard Login
Sectors:	Business areas (for the 2nd level Dashboard). e.g. Aggregate, Asphalt, Concrete.
Regions:	Geographical areas, these would normally be the same for all Sectors
National Engineers:	List of engineers who have company level responsibilities, their Scope can be defined. An email is only required for a Managers Dashboard Login.


Safety Alerts:	All sites will have access to any company issued safety alerts, include the name of the Alert and and send the PDF documents with the completed form to Shark ESMS administration. These can also be added by a National Manager.
Rules and Standards:	Company wide standards documents, to be made available to sites.
List of Appointed Electrical Staff	Companies or people who have a national contract , Staff Type can be selected from the drop down menu. (Employee, Sub-contractor, 3rd Party Worker)
LV & HV Authorisations	Companies or people who have a national contract, the name of the Authorisation letter and competency matrix file should be added with the files supplied.
Auditing:	Company Template for self assessment audits - to be supplied
Site Documents:	Folder names for any specific documents to be accessed by the site, e.g. Calibrations, Data Sheets, Inspection Certificates, Manuals, RAMS, Schematic Drawings, Site plans etc. ‘HSE Documents’ will be automatically added and populated . The specific Documents will generally be added at site level and local folders and files can be added.

Minimal information is required to initialise the software for a specific site If the company has sites which already use Shark ESMS then the base information will be carried forward to each individual site, otherwise select the above tab to view information required to add a new company to Shark ESMS.

Site Details

Site name and Address, Sector and Region are required to enable the site to be listed correctly in the us to include in the correct company structure

Login Names

	The login types are:
National Manager	Access to the Managers Dashboard across all company sites and the ability to edit Safety Notices.
Site Manager	With Managers Dashboard access to all designated sites with the authority to manually and sign off defect notification and authorisations.
Engineer	With access to the Engineering dashboard and authority to conduct inspections add defects and mark them as addressed.
Electrician	With access to the Engineering panel but cannot carry out inspection, or add a defect but they can mark them completed.

Should a person perform 2 roles e..g. a manager requires access to the Engineers login then 2 emails should be supplied. It is recomended that a persons company email be used for their primary role and a throwaway email can be used for the secondary role.

Multiple sites can be allocated against any login

Other Names

As the various site authorisations are done via the managers dashboard there may be staff, contractors and companies that require authorisations to be logged but do not require access to Shark ESMS.
The database includes those with logins to the site and any names that have Company National access. Names for Site specific personnel can be added via an email to Shark ESMS administration.,

The rest of the setup can be entered by Shark ESMS administration), local staff or 3rd party contractors. In most cases details of the site equipment to be inspected will be setup by the compliance inspector as part of the first inspection.

Once the base site framework is setup by Shark ESMS the following will need to be added

Details of location names, for ease of identification of equipment, this could be a combination of: site or process area
e.g. Offices, North Site, South site, Batch production specific equipment
e.g. Switchboard A, conveyor B.
List of equipment, RCD’s, Isolators, Emergency Devices & Emergency Lighting within each area.
A basic description is adequate but preferably with make/model serial no’s etc. for complete information.
This information should be available from previous inspections.
Site Documentation to be added
Group types in addition to standard ones provided Documents to be added Documents available to site engineers

Locations and equipment is setup by the Compliance engineer, the documentation added by the manager.

Minimal information can be entered by Shark ESMS Ltd, with in-house or third party engineers adding items either en block or as the inspections are done.
Data entry, site to provide details of location and devices for upload.
Setup training.
Initial Setup assistance, working with in-house or third party engineers.

A setup spreadsheet to assist with data transfer is available from Shark ESMS Ltd on request

Notes

Shark ESMS can include site setup at various levels, subject to contract
- Onsite setup (usually 1 day) to customise Site Document folders, gather site documents, relevant site information, provide staff useage training and run through procedures for adding documents.
- Offsite setup As above based of information supplied by the site. ↩
Locations names are usually setup by the Compliance engineer but can be independantly added by Managers ↩

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