Witnessing Process for ECHs

The Witnessing process for Schedules also applies for the Condition History records (ECHs) (see the flow diagram above).

Mark Equipment Condition History (ECH) Records for Witnessing

It is advised that an ECH, which has Schedules marked for Witnessing, should be marked for Witnessing as well. The Witnessing boxes are automatically checked for an ECH that is credited with a “Witness Schedule”. However the Witnessing boxes can be unchecked if not required.

Each user that have privileges to edit an ECH can mark the ECH for Witnessing. The steps are the same as for Schedules.

To set Witnessing Supervision and/or Authority for an ECH:

• Select the Final Approved Schedule.

• Create a new ECH for this Schedule.

• Take Note that the boxes for Supervision and Authority are checked.

• Fill in the rest and click Save.

You can also edit an existing ECH to add or remove the checks in the Witnessing boxes. Note: On already final Approved ECHs, the checkboxes cannot be checked. Supervision and/or Authority can only be checked when there is a pending event.

Final Approve the ECH 

Before the Witnessing process can commence, the ECH must be Final Approved.

In case of recurring inspection Schedules a new Scheduled will automatically be created and Admin Final Approved. Also this Schedule will have the Witnessing boxes checked. The Schedule’s NID will be calculated from the Schedule Interval. If a different NID is required this can be indicated via the ECH Supervision / Authority Legal/Local Inspection date.

Initiate the Witnessing - Indicate the purpose of the activity

If this stage is enabled, the Initiator process for ECHs is similar to the Witnessing Initiation for Schedules.

Do the Supervision Review

The Supervision review process for ECHs is similar to the Supervision review of Schedules.

Legal/Local Inspection date

In addition the Legal/Local Inspection date field can be shown on either the ECH Authority form or on the Supervision form.  If on the Supervision form, then the Supervisor determines the Legal NID during the review and enters this into the Legal/Local Inspection date. Subsequently this date is reviewed and approved by the Authority. This is the date by which the next re-examination must be submitted at the latest.

IMS can be used to generate a “VVH” report that allows a Statement of Re-Examination to be generated for an ECH. The prerequisites for generating this report are:

• The ECH has a Legal/Local Inspection date filled in; and

• The ECH has an Authority approval.

The Authority Approval is inherently also the approval of the Legal/Local Inspection date. Thus after Authority Approval, if this date differs from the next Schedule’s NID, it is the responsibility of the Inspector to update the next Schedule’s NID to align with this Legal/Local Inspection date.

Once the ECH is reviewed successfully (Supervised), the next step is for the Authority to add Witnessing Approval to the ECH. This is similar to Schedule Witnessing.

• Add an Authority record, by selecting the following options:

*When “Disapproved”, or “More information required” is specified:

• The ECH is still Final Approved, but

• The Inspector should Review the ECH: Edit the ECH to modify and add information in order to comply to the conditions set by the Authority.

• After the changes were made, the Inspector must again Final Approve the ECH.

• A new review (i.e., Supervisor Approval) and Authority Approval round is required. Note: The initial Witnessing review information from the Supervisor and Authority is kept for reference but is greyed out.