< Previousbmta.co.uk UNDERSTANDING UKAS DAY RATES WHAT IS INCLUDED IN CHARGEABLE OFFICE TIME? Paul Greenwood Operations Director - UKAS Further to a BMTA request for clarification on what activities are included in the UKAS ‘Office time’ invoice category, the UKAS pricing model is constructed around the following guiding principle: “Any work undertaken by assessment personnel that can be directly attributed to servicing the accreditation of a particular customer is directly chargeable.” Fundamentally, the accreditation work that UKAS charges for can be summarised into the following four overarching areas: • Assessment Planning • Assessment Activity • Internal processes • General Customer Related Tasks Following are summaries of the aspects that are considered when deciding whether an activity is chargeable or not. Please note that the summaries are not meant to be exhaustive and are provided purely as a guide as to the types of activities that might fall into each category. 40bmta.co.uk 41 Assessment Planning The assessment team is responsible for devising a programme to cover the four-year assessment cycle and this includes the preparation and maintenance of a documented Four Year “Forward Plan”. This document is used to plan for, and monitor the progress of, the coverage of UKAS assessments to demonstrate that there is an appropriate evaluation of the accredited scope of the customer. In order to maintain the forward plan, time will be required on an ongoing basis to review the suitability of the assessment team and ensure that appropriate competence is continually deployed by UKAS. There will be regular conversations with the assessment team in respect of the logistics of, and approach to, assessment work, and their ability to undertake the necessary activities. Prior to an assessment, the team will review any pre-visit or annual metrics questionnaire feedback to determine the key areas of focus for that visit/evaluation. This in turn leads to the production of a detailed “assessment plan” by the team which is provided to the customer to inform them of the scope of what will be reviewed during the assessment and how the evaluation will be conducted. For customers with locations based overseas, it is necessary for a detailed “assessment brief” to be produced to enable interactions with the local Accreditation Body (AB) - even when the assessment is not subcontracted to them. UKAS works closely with other ABs and does not undertake assessments in other geographical areas without first making the local AB aware. Assessment briefs provide critical information to the local AB regarding the nature of the assessment that UKAS requires them to undertake on our behalf or justification as to why UKAS is conducting the assessment. Finally, any time spent in technical discussions with customers about applications for accreditation or extensions to scope which may include communications relating to arranging witnessed assessments. In planning the assessment, UKAS does not include the cost of any time associated with making hotel or travel arrangements, nor does it make any allowance for the specific sourcing (recruitment, induction, training) of Technical Assessors / Experts to conduct assessments. Assessment Activity Areas of the assessment that would normally be expected to be chargeable include any review of information submitted by the customer prior to the visit, but after provision of the assessment plan outlined above, to determine the best assessment approach and prepare for the assessment. There are a number of administrative tasks relating to the assessment which require the direct involvement of technical staff. These include the collation of the reports produced by each of the team into a final report (where this is not done on-site and would therefore be included in the time allocated for the visit) and subsequent issue to the customer. For some assessments – generally where the work has been conducted outside the direct supervision of a permanent member of UKAS staff, either by a subcontracted assessor or overseas NAB – it is necessary to review (including translation where applicable) reports from assessors or local ABs to ensure that a robust, comprehensive and technically valid evaluation has been performed.bmta.co.uk 42 Following the issue of reports, it is often necessary for an independent decision to be made to ratify the recommendation of the team. It is, therefore, necessary for the assessment team to summarise and justify their recommendation by means of provisional and final decision requests. This can sometimes be a time-consuming step to ensure that the decision-maker is provided with all the pertinent information for them to reach a satisfactory conclusion. Not only do the assessment managers need to review the evidence for findings that they have raised during the assessment and document the outcomes but they also review the Improvement Action Feedback reports from assessors to establish if all findings have been appropriately and satisfactorily addressed. Where further evidence is required from the customer, the assessment manager is responsible for processing these requests. They are also responsible for chasing overdue evidence from customers and appropriate escalation to ensure timely clearance of improvement actions. As part of the assessment, UKAS would not pass on any charges associated with assessors or local ABs in relation to unsuitable or unclear assessment or feedback reports. NB: Charges for assessments themselves will not be included within the “office time” category but will instead be identified as being either site time or remote assessment time, depending on whether the evaluation was performed at a customer location or using remote techniques. Internal Processes Many of the day-to-day administrative functions of maintaining the details of customers in UKAS systems can be undertaken by non-technical staff, but there are a number of activities that rely on the knowledge, experience and relationships of the technical staff and are therefore considered when UKAS establishes the overall office time required to service an accreditation. Production, and more importantly maintenance, of project structures that provide the mechanism by which the assessment will proceed over the four-year cycle, are the responsibility of the assessment team. They will base the frequency of the assessment and locations to be visited on their knowledge and experience of the customer and the scope of accreditation held. This also includes determining the effort for every member of the team, associated with all of the assessment activities – obviously, a large, complex multi-site, multi-accreditation customer requires significantly more time for preparation of such supporting mechanisms than a small scope, single-site customer and this is considered when determining office effort. Each visit requires some form of contract review to be undertaken and this process is the responsibility of the assessment manager. On occasion, other decision packs need to be created (eg sanctions, extra or unannounced visits) which would also require the technical input of the assessment team. Schedules of accreditation need to be produced, maintained and revised, and letters reflecting new grants of accreditation, maintenance of accreditation or renewal following reassessment also need to be prepared for the customer and other relevant stakeholders. The maintenance of technical details and specific contact details for customers in UKAS electronic systems also falls to the technical team as they are most familiar with the most appropriate points of contact and need to be kept aware of changes of circumstances that might be communicated to UKAS (for example new premises, changes of name and so on). bmta.co.uk 43 UKAS would not consider including general administrative activities such as uploading documentation into SharePoint, creation and distribution of estimates to customers, providing information to assessors, decisions relating to close-out effort or invoicing or delivery noting of assessments. These activities are not directly related to servicing the customer’s accreditation and do not fall within the chargeable criteria because they are part of UKAS’ own process. General Customer Related Tasks There are relatively few chargeable areas in this category, but these would include the communication of assessor feedback on improvement actions to customers and the provision of customer requested details (for example assessor CVs). Most significantly in this category, however, is consideration of the time spent in general support discussions with customers, which can vary widely from customer to customer. Some customers require frequent and comprehensive discussions, and we would encourage these customers to arrange specific account management meetings. Others make no demands at all on the team between assessments. The time spent in general discussion with customers is monitored on an ongoing basis to ensure that it is considered appropriately when establishing the office effort required. Examples of general customer-related tasks that are not chargeable include discussions required with customers regarding outstanding invoices, including the processing of financial suspensions. Additionally, discussions with customers with reference to misunderstood findings is re-work and therefore not chargeable. Our aim is to leave an assessment with everyone understanding what has been raised and the reasons for it, as well as agreement on how to proceed. To summarise, it is intended that by providing more detail in relation to back office activities, it should be evident that UKAS assessment managers are responsible for a great deal more than just conducting assessments of our customers – they are account managers who are constantly challenged to juggle numerous and various different tasks, often for many customers, to ensure they provide the best possible service for all stakeholders. It would also be worth bearing in mind that the amount of “office time” levied to include all of the above activities is reviewed and approved on a case-by-case basis by an independent decision-maker.bmta.co.uk BMTA COUNCIL MEMBER PROFILE ANDY MORRIS MBE, BSc(Open), FInstMC 44 Our feature on our BMTA Council Members gives a little more insight into the people behind BMTA. We ask why did they become BMTA Council members and what do they believe are the benefits to being a member of the Association? Can you briefly describe your job, Andy? AM – I am currently leading a Work Package within the five- year UKRI SIPF AMPI project, building a process to manage multiple small scale collaborative projects to develop machine making within the West Yorkshire and Greater Manchester regions. I also head up the NPL Manufacturer Measurement Network (MMN) which holds regular online events on topics of interest to the UK industry and provides support to the industry with a focus on SMEs. Additionally, I support the NPL North team based in Huddersfield to work with industry and academia. And how long have you been working in your field? AM - Approximately 42 years in metrology related work. Andy Morris - MBE, BSc(Open), FInstMC works for the National Physical Laboratory, as Operations Manager of the NPL Manufacturing Metrology Group. Andy has worked in metrology businesses since 1979 mainly managing teams of engineers/scientists. Current roles in support of this include – Metrology Chairman of the Gauge & Toolmakers Association. He is Deputy-Chairman of the Institute of Measurement & Control Metrology Specialist Interest Group; a Council member for BMTA; and also a Member of the University of Huddersfield Industrial Advisory Committee. We asked him to tell us a little about himself. bmta.co.uk 45 What do you think is your biggest accomplishment in your career? AM - The most significant would be my work during the Covid-19 pandemic in supporting UK industry to start making PPE products. I provided advice and support around selection and interpretation of standards, material selection, supply chain and ultimately in supporting both virtual and physical testing of products (face masks and face shields) to help accelerate the route to market. This work resulted in the award of an MBE. However, for me personally, my biggest achievements have been in building capable teams throughout my career. I believe the most important part of any business is always the people and they must always come first. How did you get to where you are? What was your career journey? AM - Following my father’s advice to get a career, I decided on an apprenticeship rather than going to University (which was still not that common amongst my peers). I started straight from school as a 16-year-old apprentice at Post Office Telecommunications (later BT) working in the ‘Test Section’ which provided me with an excellent grounding in electronics, calibration, life testing and quality assurance. Ultimately with BT, I ran two groups specialising in DC and LF calibration and RF and microwave calibration including freefield calibration of microwave radiation hazard monitors. BT provided me with fantastic on-the-job learning, as well as five years of college to achieve an HNC in electronics and telecommunications. This led to me becoming a BCS signatory (later NAMAS and now UKAS) and Head of Lab. I left BT after about 14 years. Following this, I joined a commercial calibration laboratory (at the time called Universal Calibration Laboratories) to set up a new facility in Chesterfield and to be a National Technical Manager to cover labs around the UK. Whilst at this company I undertook an Open University degree which was technology-based. I stayed with this organisation in its changing ownership until I joined a team to purchase it to set up ASAP Calibration Services where I took on the role of Operations Director. After 14 years with this organisation (in its different guises) I left to join NPL. I joined the National Physical Laboratory in an Account Manager role (effectively technical sales) which I undertook until I was asked to take over the Management of the relatively new NPL operation in Huddersfield. This latest role has been my favourite part of my career as it has allowed me to build a team of excellent people providing high-quality services. It also allowed me to work closely with SME manufacturers to bring NPL level science and technology to their businesses - something I am passionate about. I joined the Institute of Measurement & Control where I became a Fellow and the first Chair of the InstMC Measurement Special Interest Group. I am also a non-exec Director of the Gauge and Toolmakers Association (GTMA) where I am able to share my experience of the test and measurement industry.bmta.co.uk 46 Why do you do what you do? What gets you up in the morning? AM - I love science, engineering and technology - I am always fascinated by what is new and, in particular, what NPL is doing. I feel passionate about supporting the industry and bringing the best of NPL to smaller businesses. I also feel strongly about encouraging people to make the most of their abilities and love to see people develop to become confident and capable. How long has your company been a member of BMTA? AM - For as long as I can remember, certainly from before I joined NPL which was in 2007. Why join BMTA? AM - BMTA is one of the strongest voices in the test and measurement sector and helps to link companies with similar needs together. What value do you receive as a member of BMTA? AM - It is good to be part of a body that is specifically concerned with test and measurement and the operation of T&M laboratories. Being up to date with new developments in our industry including the latest news from organisations such as UKAS and from our European counterparts is also important. BMTA provide an independent voice for the industry at UKAS meetings and can represent the industry in discussions with decision making bodies in the UK. The newsletter in its current format is an excellent source of information and also provides an opportunity to share news items from my own company. You’re a member of the BMTA Council. Why did you join the Council? AM - I believe I first joined Council in 2008. I generally prefer to be an active member of an organisation rather than a passive member. So if I feel I have something to give I will offer my services. I like to offer a viewpoint to BMTA from NPL and from the kinds of businesses that I work with to ensure that we offer as wide a range of support as possible What else can you tell us about yourself? AM - I’m originally from Birmingham, a Brummie, but have now spent almost half of my life living in Chesterfield, Derbyshire. I’m married with two kids in their 30’s (I still call them kids!) who have all got used to me spending long periods of time working away from home - perhaps this is why my marriage has lasted 38 years so far. Being from Birmingham, I’m a Birmingham City fan and still regularly attend matches – it hasn’t been easy being a Blues fan but we are a resilient bunch! I love going to concerts and have been attending gigs in venues from the size of a pub to outdoor festivals for over 40 years, including attending the first Monsters of Rock festival at Castle Donnington. I’ve multiple hobbies (I can’t sit still) including metal detecting, reading, art and crafting, running and anything else I pick up along the way. I’m an Event Ambassador for parkrun, covering a number of events in Derbyshire and Nottinghamshire, and I regularly run / volunteer at Poolsbrook parkrun and Staveley junior parkrun. I’m also an Ambassador for Alzheimer’s Research UK which is my chosen charity and for 5K Your Way (move against cancer). To sum up my sense of humour I would say that my favourite film is ‘The Fifth Element’ - check it out, you’ll see what I mean! Thanks for the insights Andy! If you would like to discover more about the BMTA, the BMTA council or would like to know how to become a member of the BMTA, please take a look at our website (https://www.bmta.co.uk/) or contact enquiries@bmta.co.ukMEMBER NOTICES bmta.co.uk 47 MEASUREMENTS FOR CYCLING 8th February 2022 at 15:30 GMT https://www.eventbrite.co.uk/e/mmn-measurements-for-cycling-event- tickets-166024119611 NPL supports a very broad range of industries, one of which is cycling and the manufacture of bicycles. This event will present case studies about how better measurement has been able to help in improving products and the performance of these cycling related products. DIGITALISATION - AI ETHICS 22nd February 2022 at 15:30 GMT https://www.eventbrite.co.uk/e/digitalisation-ai-ethics-tickets-219813557267 This event sees NPL’s Maya Carlyle and Rolls-Royce’s Lee Glazier delve into the importance of AI Ethics. We cannot expect equality from an AI model if it is not trained on representative data. This is where diversity and inclusion can help us with the skills needed in identifying what to look for in the data to make sure it is representative and includes all perspectives. HOW TO SPECIFY YOUR CALIBRATION REQUIREMENTS TO HELP SMALL BUSINESSES 22nd March 2022 at 15:30 GMT https://www.npl.co.uk/events/mmn-how-to-specify-your-calibration-requirements-t When we send items for calibration it is with the expectation that when they return to us they will be fit for use, meaning that they will be working and within their given specification. However, how many of us consider what kind of calibration we need? This event is be co-hosted by BMTA and will also release a guide to help with making decisions about specifying calibration requirements soon after the event. WEBINAR – BIM: THE BENEFITS AND TIPS FOR ADOPTION 9th February 2022 at 14:00 GMT https://www.tuvsud.com/en-gb/events/webinars/bim-the-benefits-and-tips-for-adoption Join this webinar from Technical Director and BIM Expert, Dave Peacock, who will be looking at the benefits of BIM and tips to implement within a project or organisation. INTRODUCTION TO MACHINERY SAFETY 8th and 9th March 2022 09:00 - 16:30 GMT https://www.tuvsud.com/en-gb/services/training/introduction-to-machinery-safety This virtual instructor-led training course provides an introduction to your legal responsibilities and requirements and the role that new technologies are having on the machinery safety lifecycle, along with practical mechanical and electrical solutions.48 bmta.co.uk TÜV SÜD FUNCTIONAL SAFETY ENGINEER FOR THE MACHINERY SECTOR 15TH - 17TH MARCH 2022 09:00 - 16:30 GMT https://www.tuvsud.com/en-gb/services/training/tuv-sud-functional-safety-engineer-for- the-machinery-sector The aim of this course is to train the delegates in the fundamental principles of functional safety and to get their competency in the application of functional safety standards certified by TÜV SÜD. The course includes two days of taught modules (with discussion and practical exercises), followed by an optional half-day open book exam. 8D PROBLEM SOLVING WITH ROOT CAUSE ANALYSIS 19th March 2022 (Hayes) 09:00 - 16:30 GMT https://www.tuvsud.com/en-gb/services/training/8d-problem-solving-with-root-cause- analysis The aim of this course is to train delegates in the elements of ISO 9001 and IATF related to Root Cause Analysis and highlight the key requirements for corrective actions including corrections, control, corrective action and preventive actions. WHAT IS CE AND UKCA MARKING 30th March (Virtual), 24th May (Coventry), 13th September (Virtual) and 7th December 2022 (Virtual) 09:00 - 16:30 GMT https://www.tuvsud.com/en-gb/services/training/introduction-to-ce-marking This course covers the principles of CE and UKCA Marking for all fields, drawing on examples from TÜV SÜD’s knowledge and experience with consumer products, children’s products, electrical goods and electronics. INTRODUCTION TO THE EMC DIRECTIVE Available as an in-house training course https://www.tuvsud.com/en-gb/services/training/introduction-to-the-emc-directive The European Union Electromagnetic Compatibility (EMC) Directive 2014/30/EU requires manufacturers and suppliers of equipment to comply with essential regulatory requirements before the equipment is placed on the market or taken into service. This course is available as an in-house training course. ELECTRICAL MACHINERY SAFETY – AN INTRODUCTION TO EN 60204-1 2nd June 2022 (Virtual) and 29th November 2022 (Virtual) 09:00 - 16:30 GMT https://www.tuvsud.com/en-gb/services/training/electrical-machinery-safety-an- introduction-to-en-60204-1 The aim of this one day course is to introduce and give delegates an overview of the EN 60204-1 standard in order to understand its requirements and the application of electrical, electronic and programmable electronic equipment and systems to ensure the electrical safety of machinery in industrial installations.4949 bmta.co.uk HELP US TO HELP YOU Contribute to the BMTA newsletter... To help us research and plan the most relevant and useful information for BMTA members we would like your help to identify and share relevant topics, research on new technologies, techniques, news, events and publications you think may be of interest to your fellow BMTA member community. 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