How to mark off milestones on the Legionella Management Monitoring Framework
At the request of CMT, a monitoring framework has been set up on Covalent to provide a
Council wide overview of the position regarding Legionella checks. The purpose of this
framework is to monitor that all checks in respect of Legionella are being undertaken at the
appropriate time and provide assurance on this to CMT.
Who needs to update Covalent?
Covalent has been set up so that Business Managers mark off the completion of milestones
at the individual location level.
Business Managers also have milestones at a location type level to mark as complete to
demonstrate that they have undertaken a review of progress to date.
How is the Framework broken down?
The Action Plan is broken down across location types (level 2):
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Industrial Units
Leisure Centres
Offices
Public Toilets
Service Blocks
Sports Pavilion
Theatre
Tourist Information Centres
Visitors Centres
Within the location types, the framework then lists individual locations (level 3) e.g.
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Industrial Units:
o Industrial Unit - Church Farm Business Centre
o Industrial Unit - Sherwood Forest Arts & Crafts Centre
Within each individual location, the individual tests are listed as milestones. This relates to
both tests undertaken in-house and also test undertaken by Contractors.
As each of the Legionella tests are undertaken, the relevant Business Managers are
responsible for ensuring that each milestone is marked off as completed on Covalent and a
note added to indicate whether or not the test passed or failed.
How do you mark off a milestone as complete?
Once a Legionella check has been undertaken, the process to mark off milestones as
complete on Covalent is as follows:
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Load Covalent: www.covalentcpm.com/newarkandsherwood
This will bring up the Covalent home page which looks like this:
Click on “Click here to log-in to Covalent” (see arrow on above picture).
If you get the following message choose “Run”.
If this Warning – Security message
appears tick the “Always trust
content from this publisher”. This
will stop the message appearing at
next logon.
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a milestone as complete on the Legionella framework V1.docx 09/02/2016 10:09
The login page will then appear on screen and will look like this
Enter your user name (this will be your firstname.surname) and password and click login.
This will bring up the Covalent Portal page.
From the Traffic buttons at the bottom of the Portal page screen, click on the “Actions’”
traffic button. Then click on “Actions Central”, as shown below:
This will display the “Action Central” page which will look similar to the screen shot below.
This shows all the Action Plan frameworks for Business Unit Service Plans (BP), Business
Continuity Assurance Framework (BC) and the Legionella Assurance Framework (LM)
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Click on the Legionella framework marked as: “LM Legionella Management 2016” (level 1)
on the left hand side of the screen. From the menu above click on “Explore from here”. This
will bring up the whole framework. Scroll down to your location and choose the relevant
Legionella check that requires marking as complete. This will bring up the details on the
right hand side of the screen. Go to the Milestones area and open it to see all individual
milestones. The screen will look similar to this:
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Go to the milestone displaying the Legionella check you wish to mark as completed. Click on
“Complete”. This will bring up today’s date in the completed date box – reselect the date
the check was actually completed if different from the default date.
Enter a note under the Notes & History field as to whether the test passed or failed.
Click on the field called “Notes & History” and select ‘Add status update’, notice a free text
field appear allowing you to type in the details.
Once marked as completed, depending on the weight applied to the milestone, the progress
bar will display the appropriate percentage of completion.
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Site Checks – Checks should be carried out monthly.
Milestone due dates show as the last date in the month for that month. Checks can
be carried out at any point within the month and can be completed on the system
before the due date on covalent.
For example if your check is completed between 01/08/16 – 31/08/16 then you will
be completing the 31/08/16 milestone.
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Contractor Checks – Checks should be carried out quarterly
Milestone due dates show as the last date in the Quarter for that quarter. Checks
can be carried out at any point within the quarter and can be marked as complete
before the due date on Covalent.
For example if your check is completed between:
01/01/16 – 31/03/16 then you will be completing the 31/03/16 milestone.
01/04/16 – 30/06/16 then you will be completing the 30/06/16 milestone.
01/07/16 – 30/09/16 then you will be completing the 30/09/16 milestone.
01/10/16 – 31/12/16 then you will be completing the 31/12/16 milestone.
Then click on save at the top left hand side of the screen.
Logging out of the System:
To log out of Covalent, click on the “Logout” button in the top right hand side of the screen.
It looks like this:
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a milestone as complete on the Legionella framework V1.docx 09/02/2016 10:09