Electricity Utility Compliance Excellence
Manage high voltage safety, substation compliance, and network maintenance with digital tools designed for electricity utilities.
The Challenge
Electricity utilities operate critical national infrastructure where a single safety failure can cause fatalities, widespread blackouts, and massive regulatory penalties. Managing high voltage authorisations, substation inspections, and competency records across thousands of assets and hundreds of workers using paper systems and spreadsheets creates unacceptable risk. When HSE investigates an electrical accident or Ofgem reviews network performance, incomplete documentation can result in prosecution, enforcement action, and reputational damage that takes years to repair.
How Assistant Manager Solves Electricity Compliance
Each module is designed to address the specific challenges electricity businesses face every day.
Digital Checklist
Electricity utilities manage thousands of substations, transformers, and network assets that require scheduled inspections with documented evidence - digital checklists ensure nothing is missed and everything is provable
The Problems
Why This Matters for Electricity
- Substation inspections are recorded on paper forms that get lost, damaged, or filed incorrectly, making it impossible to verify when assets were last inspected
During Ofgem audits or HSE investigations, you cannot produce inspection evidence for specific assets, leading to enforcement action and questions about network safety management
- Pre-work safety checks before high voltage switching operations are rushed or skipped when engineers are under pressure to restore supply quickly
Critical safety steps are missed, increasing the risk of electrical flashovers, arc flash incidents, and fatalities during live work
- Network equipment condition assessments vary wildly between inspectors because there's no standardised approach or photographic evidence requirement
Asset condition data is unreliable for investment planning, and deteriorating equipment isn't identified until it fails
The Solution
How Digital Checklist Helps
Digital checklists with mandatory photo evidence, GPS location verification, standardised condition scoring, and real-time completion tracking for all network assets
Every inspection is standardised, evidenced, and immediately accessible, ensuring consistent asset assessment and instant proof of compliance for any regulator or investigation
Use Cases:
- • Substation visual inspection with photo evidence of all equipment
- • Pre-switching safety verification checklists with mandatory sign-off
- • Overhead line patrol and defect identification
- • Transformer oil sampling and condition assessment
- • Circuit breaker operational testing and recording
- • Cable route inspection and third-party damage checks
Feature Screenshot
Digital Checklist
Real-World Examples
Example 1: Substation inspections are recorded on paper forms that get lost, damaged, or filed incorrectly, making it impossible to verify when assets were last inspected
Real Scenario
"HSE investigates a substation fire. They request inspection records for the past 3 years. Paper records are scattered across filing cabinets in different depots, and two years of records for that substation cannot be located."
Example 2: Pre-work safety checks before high voltage switching operations are rushed or skipped when engineers are under pressure to restore supply quickly
Real Scenario
"An engineer skips the earthing verification step during a supply restoration. When they close the circuit breaker, an arc flash occurs because the section was still energised from a backfeed they didn't check for."
Example 3: Network equipment condition assessments vary wildly between inspectors because there's no standardised approach or photographic evidence requirement
Real Scenario
"An overhead line insulator is marked as 'acceptable' by one inspector. Three months later it fails catastrophically, causing a fire. Investigation reveals the previous inspector used different criteria than the standards require."
Staff Training
Electricity workers require specific authorisations for different voltage levels and work types - the consequences of untrained or unauthorised workers performing high voltage work can be fatal
The Problems
Why This Matters for Electricity
- High voltage authorisations are tracked on spreadsheets that quickly become outdated, with no automatic alerts when authorisations expire
Engineers work on voltage levels they're no longer authorised for, creating serious safety and compliance exposure
- Safety rule refresher training is overdue for dozens of engineers, but training coordinators can't easily identify who needs what training by when
Engineers work without current safety rule knowledge, increasing incident risk and creating compliance gaps during audits
- New engineers complete classroom training but there's no structured approach to verifying field competency before they work independently
Incompetent engineers are authorised to work independently, leading to errors, incidents, and potential fatalities
The Solution
How Staff Training Helps
Learning management system with voltage-level training tracking, automatic authorisation expiry alerts, competency assessment workflows, and training matrix reporting
Every engineer has current training and valid authorisations, with automatic alerts 90 days before expiry and complete training history for any audit
Use Cases:
- • High voltage authorisation tracking by voltage level (LV, HV, EHV)
- • Safety rule knowledge assessment and refresher scheduling
- • Switching competency sign-off with assessor verification
- • First aid and rescue from height certification tracking
- • Arc flash awareness and PPE training documentation
- • Apprentice and graduate training programme management
Feature Screenshot
Staff Training
Real-World Examples
Example 1: High voltage authorisations are tracked on spreadsheets that quickly become outdated, with no automatic alerts when authorisations expire
Real Scenario
"An engineer's 33kV authorisation expired 6 months ago but he continued working at that voltage level because nobody noticed. When he's involved in an incident, HSE discovers the lapsed authorisation and brings prosecution."
Example 2: Safety rule refresher training is overdue for dozens of engineers, but training coordinators can't easily identify who needs what training by when
Real Scenario
"Ofgem requests evidence that all operational staff completed annual safety rule refresher training. You discover 40% of engineers are overdue, some by more than a year."
Example 3: New engineers complete classroom training but there's no structured approach to verifying field competency before they work independently
Real Scenario
"A newly authorised engineer makes a switching error that causes a 50,000-customer outage. Investigation reveals their field competency assessment was rushed and signed off after only two supervised operations."
Safe Supplier
Electricity utilities rely heavily on specialist contractors for network construction and maintenance - NERS accreditation and appropriate insurance are non-negotiable requirements that must be continuously verified
The Problems
Why This Matters for Electricity
- Contractors work on network assets without verification that they hold current NERS accreditation or appropriate insurance for high voltage work
Unqualified contractors damage equipment or cause safety incidents, and you discover afterwards that their accreditation had lapsed or was for different work types
- Contractor competency documents are collected at onboarding but never reverified, even though accreditations and insurance expire annually
Contractors with expired accreditations continue working on your network, exposing you to regulatory and insurance issues if incidents occur
- Multiple contractors work on the same network section without coordination, creating confusion about who is responsible for safety at each location
Safety documentation is incomplete because nobody knows which contractor should have completed it, and incidents occur at handover points
The Solution
How Safe Supplier Helps
Supplier portal with automatic accreditation verification, insurance certificate tracking, expiry alerts, and work package assignment with safety documentation requirements
Every contractor is verified qualified and insured before any work assignment, with automatic alerts when accreditations approach expiry and clear responsibility assignment
Use Cases:
- • NERS accreditation verification and category checking
- • Contractor insurance certificate validation and limit verification
- • Work package assignment with competency matching
- • Subcontractor approval and accreditation chain verification
- • Contractor safety documentation requirements
- • Annual contractor audit and performance review tracking
Feature Screenshot
Safe Supplier
Real-World Examples
Example 1: Contractors work on network assets without verification that they hold current NERS accreditation or appropriate insurance for high voltage work
Real Scenario
"A contractor causes a cable strike during excavation. Investigation reveals their accreditation was for overhead line work only, not underground cables, and their insurance specifically excluded high voltage work."
Example 2: Contractor competency documents are collected at onboarding but never reverified, even though accreditations and insurance expire annually
Real Scenario
"Ofgem audits your contractor management. They discover 30% of your active contractors have expired NERS accreditations that nobody checked because the spreadsheet wasn't updated."
Example 3: Multiple contractors work on the same network section without coordination, creating confusion about who is responsible for safety at each location
Real Scenario
"Two contractor teams working on adjacent sections both assume the other has applied earths to a shared neutral. When one team begins work, they receive a shock because neither team had actually earthed the section."
Action Tracker
Electricity utilities face continuous regulatory scrutiny from Ofgem and HSE - being able to demonstrate that inspection findings, audit recommendations, and incident actions are systematically tracked and resolved is essential
The Problems
Why This Matters for Electricity
- Defects identified during inspections are noted but not systematically tracked to resolution, with no visibility of overdue repairs
Known defects remain unrepaired until they cause failures, and you cannot demonstrate a systematic approach to defect management
- Audit findings and regulatory recommendations are documented but responsibility for resolution is unclear and deadlines are missed
Regulators escalate enforcement action because previous recommendations weren't addressed, damaging your relationship with Ofgem and HSE
- Post-incident actions are agreed but not tracked, meaning the same incidents recur because root causes aren't permanently addressed
Repeat incidents damage safety culture, increase regulatory scrutiny, and expose the organisation to prosecution for failing to learn from previous events
The Solution
How Action Tracker Helps
Centralised action tracking with owner assignment, automatic escalation for overdue items, evidence upload for closure, and dashboard visibility of all open actions
Every action has a clear owner and deadline, automatic reminders prevent items becoming overdue, and you can demonstrate systematic follow-through to regulators
Use Cases:
- • Inspection defect tracking from identification to repair
- • Ofgem audit finding resolution tracking
- • HSE enforcement notice action management
- • Post-incident action implementation tracking
- • Equipment replacement programme tracking
- • Regulatory recommendation response management
Feature Screenshot
Action Tracker
Real-World Examples
Example 1: Defects identified during inspections are noted but not systematically tracked to resolution, with no visibility of overdue repairs
Real Scenario
"A transformer oil leak identified during routine inspection is noted on paper but never entered into the work management system. Six months later the transformer fails catastrophically from oil starvation."
Example 2: Audit findings and regulatory recommendations are documented but responsibility for resolution is unclear and deadlines are missed
Real Scenario
"Ofgem's annual review notes the same earthing documentation weakness for the third year running. They issue a formal warning because you still haven't addressed their previous recommendations."
Example 3: Post-incident actions are agreed but not tracked, meaning the same incidents recur because root causes aren't permanently addressed
Real Scenario
"HSE investigates your third arc flash incident in two years. They discover that post-incident actions from the first incident were never implemented, directly contributing to subsequent events."
Document Vault
Electricity utilities must maintain extensive documentation for regulatory compliance, operational safety, and asset management - systematic document control prevents errors and supports regulatory requirements
The Problems
Why This Matters for Electricity
- Safety documentation including switching diagrams, permits, and procedures is scattered across network drives, SharePoint sites, and paper files with no version control
Engineers reference outdated diagrams or procedures, leading to switching errors and safety incidents
- Asset documentation including test certificates, commissioning records, and maintenance history cannot be located when needed for incident investigation or asset decisions
HSE investigations are hampered by missing documentation, and asset investment decisions are made without complete history
- Ofgem requires retention of operational records for specified periods, but there's no systematic approach to document retention and disposal
Either you retain everything forever at significant storage cost, or you dispose of documents that later prove essential for regulatory compliance
The Solution
How Document Vault Helps
Centralised document management with version control, role-based access, retention policy automation, and full-text search across all documentation
Every document is stored once, version controlled, accessible to authorised users, and retained according to regulatory requirements
Use Cases:
- • Network switching diagrams with version control
- • Safety procedure documentation and change control
- • Asset test certificates and commissioning records
- • Regulatory submission archive and evidence packs
- • Equipment manuals and maintenance specifications
- • Training material library and competency frameworks
Feature Screenshot
Document Vault
Real-World Examples
Example 1: Safety documentation including switching diagrams, permits, and procedures is scattered across network drives, SharePoint sites, and paper files with no version control
Real Scenario
"An engineer uses a switching diagram from a local folder that shows an old network configuration. They switch out the wrong circuit, causing an unexpected outage affecting 10,000 customers."
Example 2: Asset documentation including test certificates, commissioning records, and maintenance history cannot be located when needed for incident investigation or asset decisions
Real Scenario
"A 40-year-old transformer fails. When planning replacement, you need the original installation specifications but nobody can locate the commissioning records from 1984."
Example 3: Ofgem requires retention of operational records for specified periods, but there's no systematic approach to document retention and disposal
Real Scenario
"Ofgem requests network performance data from 8 years ago. The data was disposed of after 5 years under an informal policy, but Ofgem's requirement was 10-year retention."
Incident Reports
Electricity utilities must report certain incidents to HSE under RIDDOR, and Ofgem monitors safety performance as part of regulatory oversight - robust incident management is essential for compliance and safety improvement
The Problems
Why This Matters for Electricity
- Electrical incidents and near-misses are underreported because engineers fear blame or don't see the value in reporting close calls
You miss warning signs before serious incidents occur, and safety culture suffers because learning opportunities are lost
- RIDDOR-reportable incidents aren't identified quickly enough, leading to late reporting to HSE and potential prosecution for reporting failures
HSE prosecutes for late RIDDOR reporting separately from the incident itself, adding to regulatory burden and reputational damage
- Incident investigation findings aren't shared across the organisation, so the same incidents recur in different teams or regions
Learning from incidents is localised, and preventable incidents continue to occur because lessons aren't shared
The Solution
How Incident Reports Helps
Mobile incident reporting with automatic RIDDOR assessment, structured investigation workflow, action tracking, and organisation-wide safety alert distribution
Every incident is captured immediately, RIDDOR requirements are automatically identified, investigations are thorough, and lessons are shared across the organisation
Use Cases:
- • Electrical safety incident reporting with severity classification
- • Near-miss and hazard observation capture
- • RIDDOR determination and HSE reporting workflow
- • Root cause investigation with contributing factor analysis
- • Safety alert generation and distribution
- • Incident trend analysis and safety performance dashboards
Feature Screenshot
Incident Reports
Real-World Examples
Example 1: Electrical incidents and near-misses are underreported because engineers fear blame or don't see the value in reporting close calls
Real Scenario
"A fatal arc flash occurs. Investigation reveals three previous near-misses on similar equipment that weren't reported because engineers assumed they were 'just part of the job'."
Example 2: RIDDOR-reportable incidents aren't identified quickly enough, leading to late reporting to HSE and potential prosecution for reporting failures
Real Scenario
"An electrical burn injury isn't reported to HSE within the required 10-day window because nobody identified it as RIDDOR-reportable. HSE adds a reporting prosecution to their investigation."
Example 3: Incident investigation findings aren't shared across the organisation, so the same incidents recur in different teams or regions
Real Scenario
"The same switching error causes outages in three different regions over six months. Each region investigates independently, not knowing the others experienced identical issues."
Audit Trail
Electricity utilities face extensive regulatory scrutiny and potential prosecution for safety failures - a complete audit trail is essential for defending against allegations and demonstrating systematic safety management
The Problems
Why This Matters for Electricity
- Switching operations are recorded in control room logs, but there's no complete audit trail linking authorisation, execution, and completion
When switching errors occur, you cannot reconstruct exactly what happened, who authorised it, and whether correct procedures were followed
- Changes to safety-critical documents and procedures aren't tracked, so you cannot determine who changed what and when
Errors in procedures may not be attributable, and malicious changes cannot be detected or investigated
- Ofgem and HSE investigations require reconstruction of events that may have happened months or years ago, but complete records don't exist
Investigations are hampered by incomplete records, and you cannot defend against allegations because you cannot prove what actually happened
The Solution
How Audit Trail Helps
Complete audit trail of all system activities including document changes, approval workflows, training completions, and compliance activities with timestamp and user identification
Every action is recorded with who, what, when, and why - providing complete reconstructibility for investigations and demonstrating systematic compliance management
Use Cases:
- • Switching operation authorisation and execution logging
- • Document change tracking with version history
- • Training completion and competency sign-off audit
- • Approval workflow tracking for safety procedures
- • Compliance activity timestamping and evidence
- • Investigation timeline reconstruction from system records
Feature Screenshot
Audit Trail
Real-World Examples
Example 1: Switching operations are recorded in control room logs, but there's no complete audit trail linking authorisation, execution, and completion
Real Scenario
"A switching error causes a major outage. Investigation requires piecing together paper logs, radio recordings, and SCADA data to understand what happened, taking weeks to complete."
Example 2: Changes to safety-critical documents and procedures aren't tracked, so you cannot determine who changed what and when
Real Scenario
"An incorrect value in a protection settings document causes a protection failure. Nobody can determine when the value was changed or by whom, making root cause analysis impossible."
Example 3: Ofgem and HSE investigations require reconstruction of events that may have happened months or years ago, but complete records don't exist
Real Scenario
"Two years after an incident, HSE requests all documentation relating to a contractor's work that day. Your records are fragmented and incomplete, weakening your legal defence."
Temperature Monitoring
Electrical equipment temperature is a key indicator of developing problems - continuous monitoring and trend analysis enables predictive maintenance and prevents failures that cause outages and safety incidents
The Problems
Why This Matters for Electricity
- Transformer and switchgear temperatures are only checked during periodic inspections, missing thermal problems that develop between visits
Equipment overheating goes undetected until it causes failures, fires, or outages
- Thermal imaging surveys are conducted but results aren't systematically tracked to show temperature trends over time
Gradual temperature rises indicating developing problems aren't identified because there's no trending analysis
- Battery room temperatures in substations aren't monitored continuously, risking battery damage and reduced backup capacity
Batteries degrade due to temperature excursions, and backup power fails when needed during main supply outages
The Solution
How Temperature Monitoring Helps
Continuous temperature monitoring with automatic alerts for threshold exceedances, trending analysis, thermal survey management, and integration with asset management systems
Critical equipment temperatures are monitored continuously with automatic alerts, and trending analysis identifies developing problems before they cause failures
Use Cases:
- • Transformer winding and oil temperature monitoring
- • Switchgear thermal imaging survey scheduling and tracking
- • Cable termination temperature trending
- • Battery room environmental monitoring
- • Control room HVAC performance tracking
- • Thermal alert escalation and response documentation
Feature Screenshot
Temperature Monitoring
Real-World Examples
Example 1: Transformer and switchgear temperatures are only checked during periodic inspections, missing thermal problems that develop between visits
Real Scenario
"A transformer bushing overheats and fails, causing a fire that damages the entire substation. Thermal imaging during the previous monthly inspection showed normal temperatures - the problem developed in the intervening weeks."
Example 2: Thermal imaging surveys are conducted but results aren't systematically tracked to show temperature trends over time
Real Scenario
"A cable termination temperature has been rising 2 degrees each quarter for two years. Nobody noticed the trend because each survey was treated in isolation, and the termination eventually fails."
Example 3: Battery room temperatures in substations aren't monitored continuously, risking battery damage and reduced backup capacity
Real Scenario
"During a hot summer, battery room temperatures exceed safe limits for several days. The batteries are permanently damaged, and when the main supply fails during a winter storm, backup power lasts only 30 minutes instead of the required 4 hours."
Results Electricity Businesses Achieve
Other Utilities Solutions
Power Up Your Compliance
Join electricity utilities using Assistant Manager to maintain safety and regulatory excellence.