RRV Safety Improvement Programme DECT Duplex RRV communications

RRV Safety Improvement Programme DECT Duplex RRV communications System: Contractors’ Brief 1

Contents • Plant Manual • Equipment Overview • Implementation • Communications Protocols • Contacts 2

RRV Safety Improvement Programme Network Rail’s Plant Manual Issue 5 published 2 3 2013 NR/Plant/0200/Infrastructure Plant Manual Mandates use of Duplex Communications System for all RRV operations Section number to go here 3

Network Rail’s Plant Manual Issue 5 The use of Duplex Communication is mandated, and is included in Network Rail’s Plant Manual Issue 5 published 2 nd March 2013. In Section 4 Communication equipment, this states: • “Where personnel are required to undertake activities involving on -track machines or on-track plant on or about Network Rail managed infrastructure, mobile voice communication systems shall be provided for the Machine Controller and Machine Operator. • Any such system shall be a full digital duplex communication system and as a minimum provide instant simultaneous communications, voice clarity, durability, and enhanced weatherproofing of the equipment. • The communication system shall meet applicable EMC and other environmental requirements of Network Rail standards and other applicable mandatory or statutory requirements as appropriate. ” 4

Network Rail’s Plant Manual Issue 5 Approved equipment which meets these requirements is the 3 M manufactured Peltor DECT Com and Peltor Dect-Com II. In addition d. BD Communications bluetooth Athena product is approved, providing two headsets. This maybe appropriate in some circumstances but does not offer the flexibility of DECT-com II, including for tandem lifts. 5

Network Rail’s Plant Manual Issue 5 How will Contractors comply with this? • Principal Contractors are expected to manage the implementation of this requirement. • Principal Contractors are expected to purchase, lease or hire sufficient Duplex communications equipment to comply with the Plant Manual. • Following issue of OJEU notices Network Rail has awarded an Employers Facilitated Contract to: • All of NR’s Contractors and Suppliers are able to purchase equipment direct from Cromwell at the agreed preferential rates. • PC’s need to determine how best to deploy Duplex Comms on their sites e. g. controlled from Site Access Control or Personal Issue etc {NB: Do not ask your RRV Supplier to provide!} 6

RRV Safety Improvement Programme DECT COM ii Duplex Communications Equipment overview Section number to go here 7

DECT-Com II • DECT – Digitally Enhanced Cordless Telephone • 3 M Peltor DECT-Com II is a wireless duplex intercom system, operating on the 1. 8 GHz DECT-frequencies, which is license free in most countries. • The products in the Peltor DECT-Com II family offer simple and efficient wireless duplex communication with up to 9 active users talking in full conference. • Due to low power output and high frequency, it is a short range communication system. The nominal working range is approximately 150 metres outdoors in line of sight from the base. The working range may be shorter due to actual environmental conditions. 8

New DECT-Com II Up to 9 simultaneous portable units in a conference logged on to a base unit, which can also accept a headset making a total of 10. 9

Main unit There are basically two versions of the DECT -Com II main unit - Portable - Base/Portable There is also an Extension Base/Portable (for link to external communications devices) Black ring). This is rarely used. 10

Dect Com II Portable Unit 2 Portable Unit 11

Throat mic • Throat mics provide hygiene, noise reduction and the wearing of protective glasses advantages. • As the microphones are tight against the user’s neck, only their voice is heard and outside noise is virtually eliminated. • As there is no boom mic’, the hygiene issue with the boom mic’ is eliminated. The invisi tube earpieces should be personal issue. • For Network Rail, these are available from High Motive through iprocurement 12

3 M™ Peltor™ Headsets Available as a non-attenuation, medium , high attenuation and level dependant headset The same J 11 connector connects any of these headsets to the Dect Com II Portables/Base or Base Extension units. 13

Typical Single RRV Kit Contents 1 x DC 2812 Dect Com II Base unit without external input (Red Ring Unit) 1 x DC 2068 Dect Com II Base power supply holder (For Base Unit) 1 x 12 volt power cable (For Base Unit) 1 x DC 2811 Dect Com II Portable handset (Green Ring Unit) 1 x DC 2064 Dect Com II Charging holder 2 x J-TTM 03/NP 2/NB Throat mics 14

RRV Safety Improvement Programme Implementation Section number to go here 15

Implementation: - Super. Users Super Users • Consider nominating DECT Super Users who will become expert in use and setting up of the equipment. (This will probably be someone who regularly carries out the MC/CC role for you) Brief MC/CC/Operators • The Super User can support briefing of all MCs, CCs and RRV Operators. • Use of this equipment is incorporated into NR OTP Training material. 16

Implementation: Things to Consider Charging facilities • Green Ring Portable Units have a battery life of 40 Hours. • The Charging chassis’ can be fixed to a wall. • You should establish a charging point and nominate someone to look after it. • Batteries will last for 500 re-charges and can be replaced. • Black & Red Ring Base Units have a 5 hour battery life. They should be plugged into the cigar lighter socket on the RRV when in use. (They can also be charged via the mains). 17

Implementation: Things to Consider Maintenance of Kit • Periodic software and firmware upgrades may be required. • For best results, certain functions should be locked out or applied, such as Auto talk, eliminating the need to double click PTT 1 to join a conference. • Batteries will need replacing after 500 charges. Installation is simple. (Replacements will be available on the system to buy). • Marking of each kit is highly recommended. Units should go to site already paired (paired units to be marked KIT 1 1 A/1 B, KIT 2 2 A 2/B, KIT 3 3 A/3 B etc). TANDEMS to be marked KIT 1 1/A 1/B/1 C (clearly marked and not scratched in). • Consider PAT testing for mains chargers 18

Implementation: Things to Consider Hygiene • Microphones can be protected by ‘Mic Tape’. This should be changed by each User prior to use. • Headset Hygiene Kits are also available from Cromwell. • Consider what arrangements you need to establish to make Hygiene Kits and Mic tape available to your staff. • Cool Pads – self adhesive pads which stick to the earmuff cushions to aid absorption of perspiration. • Periodically wipe with an anti bacterial wipe as used for cleaning a telephone. • Throat mics and Lightweight Headsets are fairly cheap. You may wish to personally issue these to your regular CCs and Operators 19

Implementation: Things to Consider Throat mics NOTE: When a throat mic’ is used, there are hygiene, noise reduction and the wearing of protective glasses advantages. As the microphones are tight against the user’s neck, only their voice is heard and outside noise is virtually eliminated. As there is no boom mic’, the hygiene issue with the boom mic’ is eliminated. The invisi tube earpieces should be personal issue. Security • Consider the Security arrangements for the kit. How are you going to ensure it is kept together and in good condition? • It is strongly recommended that DECT kit is not left on RRVs. 20

Implementation: Planning Works Planning • Battery life of Green Ring Portable Units is approximately 40 hours. • In the event of jobs being 52 hours, or longer such as for long weekend working, or blockades, exchanging handsets every 24 hours eliminates battery issues on the long shift. – This means ordering additional handsets from your supplier with the kit labeled e. g. KIT 1(1 A, 1 B. 1 C) where handset A/B are used for the first 24 hours and then handset C/B are used for the remainder of the shift. 21

Black Ring Base Units • Black Ring Base Units can be connected to Motorola GP 30 back to back radios via the lead provided. These are rarely used. Black Band Connected DC 2 -5030 GP 30 Motorola Cable Extension Lead Socket • This allows someone else with another back to back radio to speak into the DECT conference. (and conference members to speak out) • This external person might be the Engineering Supervisor or another Machine Controller waiting to receive an RRV from a ‘send and receive’ movement. 22

Black Ring Base Units Send & Receive Movement Machine Controller 2 Machine Controller 1 Onboard RRV Able to contact with the DECT Conference throughout movement Connected Black Ring Base Unit Ready to join DECT conference when RRV comes within range. Or sent with the RRV from MC 1 23

RRV Safety Improvement Programme Duplex-RRV Comms Communications Protocols Mark Prescott 24

Radio Communications - Protocols • DECT DUPLEX Radios operate in an ‘Open’ Channel conference. • This means that your microphone is always live/active. • Every time you speak it will be heard by those connected to your open channel conference. • It is not reasonable to expect you to remain silent for the length of the shift. • It is important to know when you are giving and receiving safety critical information and/or instructions. • Using Open channel communications requires some discipline and some simple rules to know when safety critical info/instructions are being transmitted. 25

RRV Comms – Protocols, Basic Rules • The Machine/Crane Controller is responsible for establishing the rules for communications and confirming what communications ‘phrases’ and ‘call signs’ are to be used. • Remember using radios with RRVs will be new to many MC/CCs and Operators. • Remember when Tandem Lifting each Machine will need an easily understandable name or call sign to ensure each Operator knows when he is being addressed. • Before RRV operations commence the MC/CC must brief the Operator(s) and come to a clear understanding on the names and protocols that are going to be used. 26

RRV Comms – Protocols: Commencing Operations • When the RRV is required to commence an operation (movement or lift etc) the Machine or Crane Controller must alert the Operator(s) that he is about to give safety critical information or an instruction. This will stop any background conversation that may be taking place and the Operator(s) must pay attention. The following phrase should be used: “Machine/Crane Controller speaking. Standby for Instruction. ” The Operator must respond with the phrase: - “Standing by” • When the task has been completed and the RRV can be stood down to wait for the next task the Machine/Crane controller should inform the Operator and state: “Operation complete stand down. ” 27

RRV Comms – Protocols: Emergency Commands • In the event of an Emergency the command is: - “Emergency! Stop!” Operators must cease or freeze all wheel and jib movement immediately. Crane Controllers can then give further instructions to bring the machine and or jib/load to a position of safety in a controlled manner. 28

RRV Comms : – Actions in the event of Radio Equipment Failure • In the event of Radio equipment failure after work has started and the MC/CC and Operator are unable to resolve then the following actions must be instigated by the MC/CC: 1. The MC/CC must attempt to source replacement equipment. 2. If the time required to source alternative equipment imports risk to successfully completing the task within the given possession working time, an alternative agreed safe system of work can be used. 3. The MC/CC MUST record on his RRV Work Plan why an agreed alternative safe system of work is being used and the type/reason of failure of the Radio equipment and report the defect to the Site or Line Manager. 4. Equipment failure and consequent actions must be reported through the Close Call system. 29

A Step Change in RRV Safety! Implementation • The use of this equipment has been mandated for all RRV operations since 31 st March 2012. • Using this equipment represents a step change in RRV Safety. • This will only work if you effectively manage the robust implementation of its use. • Please engage with your MCs, CCs and RRV Operators and take an interest in how they are getting on with the kit. • Get involved with your Super User. • Ask your Supervisors to undertake site visits when Duplex Comms are in use. 30

RRV Safety Improvement Programme Contacts Mark Prescott 31

RRV Safety Improvement Programme • Contacts: • Project Manager: - John Sidebotham – John. Sidebotham@networkrail. co. uk – Mobile: - 07711 602057 • Programme Manager: Gerald Forward – Gerald. Forward@networkrail. co. uk – Mobile: - 07711601899 32