Electrical safety program

Microsoft establishes the Electrical Safety Program for compliance with applicable regulations such as the Occupational Safety and Health Administration’s (OSHA), Electrical Safety, 29 CFR 1910.301-399 (Subpart S). The Electrical Safety Program also implements the elements of the National Fire Protection Administration’s (NFPA), 70E, Electrical Safety in the Workplace. The purpose of the Electrical Safety Program is to protect Microsoft employees, external staff, vendors and contractors from hazards related to contact with electricity or electrical sources. These hazards may include electrocution, arc flash, electrical shock, electrical burns, and/or internal organ damage.

While this document provides the minimum requirements to prevent electrical related injuries and property damage; it also defines the requirements for training of employees and external staff. Electrical Safety training ensures that Microsoft FTEs and external staff have the requisite knowledge and understanding of electrical work practices and procedures to safely execute their work.

The Electrical Safety Program applies to all Microsoft employees, external staff, vendors and contractors.  All are expected to follow the requirements outlined in this Program and any Facility or Site Implementation Plan (“Site Plan”) to ensure that all are protected, and compliance objectives are met. 

Only qualified and authorized persons may work on Microsoft’s electrical systems. The Electrical Safety Program applies to contractor electricians who work on or near Microsoft electrical systems. Depending on the work performed, authorization may also extend to engineers, designers, and technicians, who design, build, modify, or repair electric or electronic equipment.

The Electrical Safety Program applies to new electrical systems, existing electrical systems, modifications and installation of new equipment. 

1.1 Expectations Regarding Electrical Work Activities

Electrical work activities are covered under a number of regulations and building code requirements. Reading this program does not qualify the reader to perform all forms of electrical work. Employees should take extreme care when working on or around electrical equipment.  All Federal, State, and Local electrical codes must be followed.

• Only trained and qualified employees or contractors are permitted to work on energized electrical equipment. Training or certification requirements may vary by State or Local jurisdictions.
• Employees must be trained in electrical safe work practices that pertain to their specific work tasks.  

2.1 Written Site-Specific Electrical Safety Plan

2.1.1 Prevention and Control

Each Microsoft Site must develop and implement a site-specific Electrical Safety Plan (“Site Plan”) that is available to all employees, external staff and to federal, state or local inspectors.  The Site-specific requirements must be in compliance with federal, state and local regulations. All Site Plans should include the following:

• Program purpose and scope.
• Site-specific regulatory requirements.
• Personnel roles and responsibilities.  
  • An Electrical Safety Site Administrator must be designated to oversee implementation of Site Plan.  
• Definitions of terms critical to an understanding of the Site Plan, or those terms not commonly understood, including but not limited to the definitions located in Section 5 of this document.
• Inspection records for electrical systems located on the Site.
• General safety rules.
• PPE requirements and completed hazard/risk evaluations. 
• Authorized requirements for those allowed performing work on electrical systems at the site level.
• Site-specific training on emergency response procedures:
  • Documentation of First Aid/CPR trained employees.
  • Training on response to someone who has been shocked and the use of AED devices.
  • Locations of emergency disconnect devices. 
• Incident investigations for all accidents, incidents, and near-misses that were directly or indirectly related to electricity. 

2.1.2 Risk Assessment and Hazard Identification

The Site Administrator must ensure that assessments of the workplace are conducted to develop an up-to-date listing of potential hazard areas, activities, or processes associated with electrical systems. The assessments also confirm that the appropriate electrical area classifications per NFPA 70E have been identified. Assessments must be reviewed and amended as necessary when processes, equipment/facilities are added or modified that can create or change the risks of hazards associated with the electrical systems. This analysis shall provide a mechanism for defining work- specific hazards associated with electricity and create a plan for hazard mitigation and employee training. 

See Appendix B for appropriate Hazard/Risk Category Classification and required PPE.

A hazard/risk evaluation is required before work is started in the vicinity of energized electrical conductors and circuit parts operating at 50 volts AC or DC or more or where electrical hazards exist.

Each Site must complete an arc flash analysis study which shall be used to determine arc flash protection boundaries and the required PPE employees are required to wear while performing various tasks within these boundaries:

An arc flash analysis is not required where all the following conditions exist:

• The circuit is rated for 240 volts or less
• The circuit is supplied by a single transformer
• The transformer supplying the circuit is rated less than 125 kVA

To ensure the Site arc flash study reflects current conditions, the Site shall maintain an up to date single line drawing(s) of all equipment connected to the service supply of the site. The Site shall also maintain an up-to-date record of the settings of all protective devices detailed on the single line drawing(s). Arc flash analyses may only be performed by authorized and qualified persons. Equipment included in the study shall have appropriate labeling. Contact the Plan Administrator or Microsoft OHS for any concerns of equipment that may pose an arc flash or arc blast hazard. 

• Avoid overloading circuits by verifying equipment connected to a circuit does not exceed the current rating of the circuit.  
• Power strips, such as those used on computers, must be plugged directly into outlets and not into extension cords or other power strips. 
• Power strips should be mounted vertically.  
• Always grasp the plug to remove an electrical cord from a socket - never pull the cord. 
• Keep all cords away from heat, oil and sharp edges. 
• All electrical equipment used at Microsoft’s facilities should be approved by an NRTL (i.e., UL or FM). 
• Never plug in cords that are wet or touch electrical equipment with wet hands. 
• Know how to respond to emergencies such as electric shock incidents or fires. 
• Remove all rings, key chains or other metal objects when working around electrical systems. 
• Never use metal ladders when working near energized wiring. 
• Maintain a three-foot (36 inch) clearance around electrical panels. 
• Never override safety devices such as electrical interlocks. 
• Employees working with lasers, performing hardware or software testing, or other activities that do not require direct contact with electrical components, should be aware of electrical safety issues and be alert to the possibility of other employees conducting energized work in the area.  

3.1 Electrical Work Greater Than 50 volts AC or DC:

A facility’s Site Plan should include the following elements:

• Personnel may perform electrical work only to the level for which they have been trained, qualified, and authorized to perform.
• The requirements of the lock-out/tag-out program, as described in Control of Hazardous Energy (Lock-out/Tag-out), must be used for the control of unexpected releases of hazardous energy or materials.
• A walk-down including the Sit Safety and Health Administrator, Work Supervisor, Facility Electrician, and Facility Engineer shall be performed for electrical work activities involving lock-out/tag-out. This walk-down is to identify electrical work activity boundary isolations, Safe Condition Checks, and Safe-To-Work Checks.
• Electrical PPE shall be based on electrical risk/hazard analysis tables provided in Appendix B.
• Operation of electrical breakers directly fed from 300-600 volt utility transformers (e.g., main circuit breakers) must be evaluated and documented on a Hazard Evaluation to determine PPE appropriate for the incident energy at the working distance.

Minimum PPE Required for Circuit Breaker Operation

Personnel who operate circuit breakers other than those directly fed from a 300-600 volt utility transformer, electrical disconnect switches, and similar switch gear equipment, up to 600 volts, with doors closed and all covers in place must wear, as a minimum:
 

• Hearing protection 
• Non-melting (untreated natural fiber) pants and long-sleeve shirt
• Safety glasses 
• Insulating gloves with leather protectors.

EXCEPTION: If either of the following conditions below is met, the above minimum PPE for shock or electrical hazards is not required:
 

• The circuit is rated 240 volts or less, is supplied by one transformer, and the transformer supplying the circuit is rated less than 125KVA
• The incident energy is less than 1.2 cal/cm² at the working distance. 

3.2 Bonding and Grounding

All electrical systems must have a grounding system that provides a permanent and continuous path to ground from circuits, equipment, and enclosures. A bonding and grounding system must be used when transferring flammable liquids to secondary containers to prevent sparking. The bonding/grounding conductors must be identifiable and distinguishable from all other conductors. 

Ground Fault Circuit Interrupter (GFCI) protection for personnel protection shall be provided and used whenever portable electrical tools and equipment are used with temporary wiring methods or extension cord sets for construction, repair, maintenance, remodeling, and similar activities. This applies to portable tools and equipment connected to 125 volt, single phase, 15-, 20-, 30-amp receptacle outlets.

• If a receptacle is installed or exists as part of the permanent wiring of the building or structure and is used for temporary electrical power, GFCI interrupter protection for personnel shall be provided. Cord sets or devices incorporating GFCI protection for personnel for portable use shall be permitted.
• Portable electrical tools and equipment that are used outdoors or in damp or wet locations must be provided with GFCI protection.
• GFCIs shall be installed as required by the NEC, including:
  • On 125 volt outside receptacles
  • Within six feet of a sink
  • In damp or wet (standing water) work areas
  • On all 125 volt receptacles that are not part of the permanent structure wiring (including extension cords) and that are in use by personnel.
• Permanently installed GFCIs shall be tested monthly in accordance with the manufacturer’s instructions.

3.2.1 Exception

GFCI receptacles and GFCI circuit breakers permanently installed in trailers, facilities and in-service temporary or permanent power stations shall be tested in accordance with the manufacturer’s instructions. Those GFCIs not tested monthly (due to inaccessibility, presence of a greater hazard, status of facility occupation, etc.) must be documented and this document shall be maintained by the Plan Administrator. The documentation must address the location of the GFCI, why it cannot be tested and how the facility shall control/prevent its use. These GFCIs must be tested satisfactorily prior to use or alternate methods to provide GFCI protection of personnel must be provided (i.e., currently tested portable GFCI device). 

• Portable GFCIs shall be tested before each use. The test sequence is:
  • A visual inspection is performed to detect any obvious defects, broken or damaged parts. Any GFCI that is determined to be defective in any way shall be immediately removed from service.
  • The reset button is pressed, and it is verified that voltage is provided at the outlet.
  • The test button is pressed, and it is verified that there is no voltage at the outlet (this causes the GFCI to trip; a click can be heard or felt whenever the GFCI trips). 
  • The reset button is pressed, and it is verified that power has been restored at the outlet. 
• GFCIs that fail to respond as stated in this program shall not be used and management shall be informed of the failed test. A work request shall be initiated to have qualified electricians re-inspect, troubleshoot, and repair the GFCI so that it can be restored to service. 

3.3 Overcurrent Protection

Electrical protective devices may be, but are not limited to, fuses, circuit breakers, or equipment protective devices (e.g., motor thermal units, etc.). Fuses, circuit breakers and other over current protection devices must be correctly rated for the circuit they protect and may not be modified, even on a temporary basis. 
 

• All open positions shall be filled with blanks in the panels and boxes to protect all live wires. 
• Each disconnect or over current device must be clearly labeled to indicate the circuit's function unless it is clearly evident what the device controls (e.g., the disconnect switch is adjacent to the device controlled), whether they are in the open (OFF) or closed (ON) position, the fuse class, voltage, and current rating. 
• Disconnects must be maintained such that they are readily accessible in an emergency (accessed without ladders, unlocked, unblocked, etc.).

After a circuit is de-energized (tripped) by a protective device, the circuit must not be manually re-energized until it has been determined by a qualified person(s) that the equipment and circuit can be safely re-energized. Re-energizing overloaded circuits can result in serious injury, property damage, or fire.

NOTE: Only qualified and authorized personnel, such as designated electricians, may re-set tripped breakers. Re-setting tripped breakers involves evaluation of the possible source of the “tripped” condition by a qualified person.

• Electrical protective devices must be reset in the following sequence:
• The cause of the trip is investigated by an electrician with proper troubleshooting techniques and test equipment to determine why the condition occurred and if the equipment and circuit may be safely re-energized. The cause must be found, corrected, and understood to preclude repeat failures or unsafe conditions.
• The electrical protective device is then reset or replaced if needed.

Exception: All 120 VAC, single-pole GFCI receptacles that trip during use may be reset one time without completing the above sequence.

3.4 Installation in Wet Locations

Fixtures, switches, circuit breakers, switchboards and all other electrical equipment must be installed in dry locations and protected from direct contact or immersion in water unless they are designed specifically for this use. 

• Electrical equipment installed in wet locations must be approved for the purpose, enclosed in weatherproof enclosures, and constructed or installed so that water cannot enter or accumulate in the enclosures, wire ways, lamp holders, or other electrical parts. 
• Equipment must comply with applicable Federal, State or Local codes and ordinances.
• Packing glands, bushings, gaskets or other controls used to ensure a water-tight seal must be inspected at least annually and maintained or replaced as necessary. 
• Motors, motor-control apparatus, and branch-circuit conductors used in wet areas must be protected against short-circuits and ground faults.
• Portable electrical equipment slated for use in wet areas, or that are likely to contact conductive liquids, must be double insulated or provided with ground-fault protection controls.
• Equipment that is approved for use in dry locations is authorized to be used outdoors with a GFCI when the equipment is protected from rainfall, water spray, snow, and accumulations of moisture from inclement weather conditions, with a maximum relative humidity up to 80%. Equipment is authorized for use with a relative humidity greater than 80% if the equipment has been evaluated and approved for extended environmental conditions. 

All installed and portable electrical equipment used in Microsoft owned or leased facilities shall conform to the requirements of National Electrical Code (NEC Article 110.2).

• Electrical equipment shall be free from recognized hazards that are likely to cause death or serious physical harm to employees and used and stored in accordance with OSHA’s 29 CFR 1910.302, 303, and 333.
• Electrical equipment is approved under the following conditions:
  • The manufacture’s name, trademark, or other descriptive makings identifying the organization responsible for the product is on the equipment and is legible, and,
  • It is accepted, certified, listed, labeled, or otherwise determined to be safe by an OSHA recognized NRTL, as indicated by an NRTL label applied by the manufacturer, OSHA's Nationally Recognized Testing Laboratory (NRTL) Program - Current List of NRTLs | Occupational Safety and Health Administration, or, 
  • It has been labeled by an NRTL representative following an NRTL field evaluation.
• Equipment shall be suitable for its intended purpose and used in accordance with the manufacturer’s instructions and any instructions or requirements of the NTRL listing or labeling.
• All portable electric equipment shall be visually inspected for external damage (such as loose parts, deformed and missing pins, or damage to outer jacket) and for evidence of internal damage (such as pinched or crushed outer jacket) before use. 
• Damaged or defective equipment shall be immediately removed from service and tagged with an “Out of Service” tag. See example below.
• Flexible cords and cables shall be protected from accidental damage. Sharp corners and projections shall be avoided.
• Special purpose equipment and installations (electric signs, electric welders, elevators, cranes, etc.) shall be evaluated on a case-by-case basis and safeguarded in accordance with 29 CFR 1910.306 and the appropriate sections of the NEC.
• Electrical installations or equipment use in hazardous locations (containing flammable vapors, liquids, gases, etc.) shall be evaluated on a case-by-case basis and safeguarded in accordance with OSHA‘s 29 CFR 1910.307 and the appropriate sections of the NEC.
• Special systems (over 600 volts, emergency power, etc.) shall be evaluated on a case-by-case basis and safeguarded in accordance with 29 CFR 1910.308 and the appropriate sections of the NEC. 

4.1 Flexible Cords and Cables

Unless specifically permitted by regulation, flexible cords and cables may not be used:
 

• As a substitute for the fixed wiring of a structure.
• Where run through holes in walls, ceilings, or floors.
• Where run through doorways, windows or similar openings.
• Where concealed behind building walls, ceilings, or floors.
• In contact with walls, floors, wood cross members, or partitions unless the cords/cables are encased in rigid conduit, cable trays, or bushings of noncombustible, nonabsorbent insulating material.

All cables/cords and cable conductors must be electrically insulated and protected against mechanical damage. The protection must be appropriate to the actual, and reasonably foreseeable, conditions of use. Where the cable is vulnerable to damage, additional precautions such as conduit, flexible armoring, protective braiding or sheathing must be used. 

Flexible cords must be used in continuous lengths and must be supported at least every 6 feet (2 meters) to avoid stress on the connections. Cording should be installed at personal work stations in a manner that safely navigates around furniture and personal items.  

4.2 Distribution Panels and Rooms

Electrical distribution panels must be guarded against accidental damage by locating them in specifically designed rooms, using substantial guard posts and rails, or by other structural means. A clear approach and 3-foot side clearance shall be maintained for all distribution panels. Areas under the electrical panel must also be maintained free and clear. In an emergency, there should be no barrier or impediment to reaching the electrical panel. Sufficient access, working space, ventilation and lighting must be provided so that work can be conducted in the area without endangering workers. 

Metal-enclosed switchgear, unit substations, transformers, pull boxes, connection boxes, and other similar associated equipment shall be marked with appropriate caution signs to alert workers to the danger presented by exposed energized parts.

Electrical installations shall only be accessed by workers who are qualified and authorized.  Danger signs must be posted to prevent unauthorized entry and access doors must be locked.

Fire control equipment approved for electrical fires must be provided in electrical power distribution centers. Power distribution centers should not be used as storage rooms and must be maintained free of flammable and combustible materials. 

4.3 Electrical Guarding

Live parts of electric equipment operating at 50 volts (AC or DC) or more shall be guarded against accidental contact using approved cabinets or other forms of approved enclosures, or by any of the following means:

• By location in a room, vault, caged area or similar enclosure, so that is accessible only to qualified persons.
• By suitable permanent, substantial partitions or screens arranged so that only qualified persons shall have access to the space within reach of the live parts.  Any openings in the partitions or screens shall be sized and located that persons cannot come into accidental contact with the live parts or bring conducting objects into contact with them.
• By location on a suitable balcony, gallery, or platform that is elevated and arranged to exclude unqualified persons.  

Permanent ladders or stairways shall be provided to give safe access to the working space around electric equipment installed on platforms, balconies, mezzanine floors, or in attic or roof rooms or spaces. 

4.4 Battery Storage and Charging

Proper ventilation is needed around battery storage and charging areas to prevent the potential for explosions caused flammable gas buildup.  An eye wash station and a safety shower are required in close proximity to the battery charging station.  They should meet the requirements presented in ANSI/ISEA Z358.1-1990, Emergency Eyewash and Shower Equipment. Contact Microsoft OHS for evaluation and recommendations for appropriate eyewash or safety shower devices. 

4.5 Generators

Certain buildings are supported by backup generator power based on life safety, business criticality, or other deciding factors. The generators shall provide power to the building automatically and are maintained by Facilities. Do not modify, relocate, or otherwise modify any generators found on campus. If backup power is needed, contact Facilities Management. 

Electrical equipment shall be de-energized to the maximum extent feasible before crossing the limited, restricted, or prohibited approach boundary to perform work on the equipment.
 

• Entry into an electrical approach boundary by a qualified worker requires an Energized Electrical Work Permit, generated by the Supervisor of the work performed, and reviewed approved by both the appropriate Microsoft Manager and Plan Administrator. See Appendix C for example of an Energized Electrical Work Permit.
• Minimum clear distances shall be maintained from exposed electrical live parts in accordance with NFPA 70E and OSHA’s 29 CFR 1910.303 and 333.

An Energized Electrical Work Permit is not required for the following work formed by qualified personnel on or near energized equipment:

• Working on energized parts that operate at less than 50 volts AC or DC potential.
• Testing and calibration of electrical equipment that can only be performed with the circuit energized under an existing approved procedure.
• Performing Safe Condition Checks and Safe-To-Work Checks for lock-out/tag-out operations.
• Performing troubleshooting that requires the equipment to be energized.
• Performing visual inspections.
• Installation of temporary protective measures such as protective shields/barriers, rubber insulating equipment, voltage rated plastic guard equipment, and physical or mechanical barriers. 

NOTE: The above exceptions require identification of known and potential hazards (shock and arc flash), identification of all required PPE and insulated tools, and identification of protective measures and equipment to be used when performing the work. 

5.1 Special Considerations

•  
• Non-contact, or proximity voltage testers, shall not be used to verify an electrically safe work condition for purposes of hazardous energy control.
• Wiring and equipment barriers for unfinished electrical work shall be left in an NEC compliant condition (i.e., conductors left in a properly installed enclosure, landed on a properly installed device) or have physical barriers with properly installed signage based on the Limited Approach Boundary.
• The use of tape on exposed conductors shall not be considered an adequate barrier for worker protection.
• For unfinished electrical work, the NEC compliant condition is not intended to be a fully designed and inspected component but one that would meet the intent of that condition. A qualified electrical worker or qualified electrical engineer is considered capable of making the determination for meeting the intent of NEC compliant conditions. 

An Electrical Hazard Evaluation shall be completed and documented to identify shock and arc flash hazards, determine appropriate safe work practices, protective clothing, and electrical PPE to be used before any person approaches exposed live parts within the limited approach boundary. Work performed on energized electrical circuits, or near exposed live parts shall be performed by qualified personnel using appropriate PPE. The PPE appropriate to the task shall be defined on the Energized Electrical Work Permit.

• Unqualified persons shall not be permitted to enter areas in which live electrical work is performed.
• Qualified persons performing live electrical work must be insulated or guarded from the live parts operating at 50 volts or more (insulating gloves or insulating gloves and sleeves are considered insulation only with regard to the energized parts upon which work is being performed).
• No un-insulated part of the qualified person’s body is allowed to cross the Restricted Approach boundary set forth in NFPA 70E, Table 130.2(C).
• The qualified person must be insulated from any other conductive object as during live-line bare-hand work.
• The flash protection boundary for systems operating at 600 volts and below shall be four feet unless calculated in accordance with NFPA 70E, Section 130.3.
• At least two qualified workers shall be assigned to any work inside of a limited approach boundary within exposed parts are operating at more than 300 volts (phase to phase or phase to ground). At least one person must stay outside of the boundary during the work to act as a spotter. The spotter must remain at a safe distance from the boundary in case a fault occurs.
• Signs, barricades, or attendants must be used to isolate the work area and warn others of the exposed energized electrical circuits. Electrical safety warning signs are worded as follows:  
• Conductive accessories such as rings, watches, bracelets, metal frame glasses, metal hats, etc., shall not be worn where they present an electrical contact hazard with exposed energized conductors or circuit parts unless they are rendered non-conductive by covering, wrapping, or other insulation.
• All incidents involving electrical shock shall be immediately reported. Affected personnel shall be evaluated by a licensed medical provider. Refer to Section 8.0, Incident Reporting and Investigation. 

While only qualified or authorized person may inspect or maintain electrical systems; all Microsoft employees and external staff should inspect general electrical components such as power strips and electrical cords should before use and periodically thereafter. More information on inspection of these items can be found in the Microsoft Portable Power Tools Program.  

Electrical system inspections must be conducted at least annually by authorized and qualified persons to ensure compliance with all applicable standards and State or local codes.  The inspection should be designed to spot and correct deficiencies in workplace equipment procedures. During the inspection, LOTO procedures shall be followed and appropriate PPE shall be worn. See Microsoft’s Hazardous Energy Control Program for more information. Inspection documentation must be retained onsite by the Plan Administrator.

Employees, external staff, and vendors shall report damaged, defective or malfunctioning equipment or devices to their Supervisor or Facilities Management immediately. Typical issues could include: 

• Damaged cords, plugs, or outlets.
• Missing box covers or faceplates. 
• Broken receptacles or plugs.
• Missing knockouts on boxes.
• Overheated equipment.
• Receiving a shock when touching the equipment.
• Arcing, sparking, smoking, or otherwise malfunctioning equipment.

Any electrical equipment not operating properly should be: 

• Shut off and taken out of service immediately. 
• Tagged or labeled as “Do Not Use”, with an explanation of the issue described in the tag and a contact name and number included. 
• Reported to the appropriate department or individual for repair. 

The following tools are provided in Appendix D and E respectively and may be utilized as appropriate:

• Self-Inspection Guide for Electrical Equipment
• Best Practice Checklist 

A fixed electrical system is regarded as the main incoming cable from the electricity supplier to the individual power sockets and light fittings (i.e., point of use). It is recommended to test at least annually, or upon major change/alteration to the system, and must be undertaken by qualified personnel, with relevant test results and test certificates produced and recorded.

The methods of inspection and testing shall conform to Local, State and Federal standards.  The results of periodic inspections and tests of an installation shall be maintained as part of the recordkeeping process.

Only NRTL approved equipment shall be used for performing electrical testing. All electrical test equipment shall be designed, rated, and approved for their intended use. Test equipment shall be visually inspected for external damage before each use. Damaged or defective equipment shall be immediately removed from service. Non-contact, or proximity voltage testers, shall not be used to verify an electrically safe work condition for purposes of hazardous energy control.

Thermographic surveys allow more comprehensive assessment of the potential for systems to overheat and potential failure/fire points. It is recommended that thermography surveys be conducted every three years. 

Each Microsoft location shall ensure that any external staff working on site are trained on the elements of the Electrical Safety Program and the specific of the Site Pan. 

• The external staff must be verified before commencement of work.  Facilities’ personnel are responsible for ensuring that the contractors maintain a safe operating environment in the facility and do not put workers or Microsoft property at risk.  
• External staff are obligated to comply with applicable laws.  They must provide a written energy control program (Lock-out/Tag-out) and implement this program while working on electrical systems or equipment.  
• Contractors should provide their own tools and power distribution equipment (e.g., extension cords, distribution panels) and the equipment must be maintained in safe operating condition.
• All contractors are expected to wear all required PPE and perform work utilizing safe work practices. Refer to Microsoft’s Contractor Management Program for further guidance.   

Employees shall be informed of the electrical hazards present in the workplace, specifically as those hazards apply to their work tasks.

Upon initial assignment, all Microsoft and subcontractor employees shall attend electrical safety training, commensurate to their exposure to electrical hazards in accordance with 29 CFR 1910.332. The minimum electrical safety training shall include:

• Workers who may be exposed to electrical hazards shall have electrical safety training, commensurate to their assigned duties.
• An employee who operates a circuit breaker shall have knowledge and training in the safe operation of the equipment and the hazards involved.
• Refresher training, to update regulations and electrical safety criteria, should be provided at intervals not to exceed three years. 

Electrical workers (qualified persons) are required to attend First Aid training. This training shall be repeated at intervals not to exceed two years.

All employees that work on de-energized electrical components controlled by a lock-out/tag-out must be trained as an authorized worker in accordance with the Microsoft Control of Hazardous Energy (Lock-out/Tag-out) Program.

Managers and Supervisors shall complete the same level of electrical safety training as the workers for whom they supervise.

Supervisors of electrical work activities must have training and be proficient in:

• The approach distances specified in NFPA 70E and the corresponding voltages to which the qualified person shall be exposed.
• The skills and techniques necessary to determine the nominal voltage of exposed energized electrical conductors and circuit parts.
• The skills and techniques necessary to distinguish exposed energized electrical conductors and/or circuit parts from other parts of electric equipment.
• The skills and techniques necessary to recognize electrical shock hazards, arc flash hazards, and appropriate controls, and
• The proper use of the special precautionary techniques, PPE (including arc-flash, insulating, and shielding materials), and insulated tools and test equipment.

Workers and contractors responsible for the installation, maintenance and inspection or testing of electrical systems must be professionally qualified electrical engineers and/or tradesmen and, if required by regulation, must hold a license or certification rated for the work being performed.
 

The following chart illustrates required training. 

Incident investigations are initiatied upon receiving reports. To foster a culture of health and safety at Microsoft, employees, interns, and external staff are required to report all work-related accidents, injuries, and illnesses via SafetyHub Report. Learn more on the Global OHS reporting page. 

Copies of this document shall be maintained online at the Microsoft intranet 

12.1 Electrical Records

When a system is installed and commissioned, all data should be stored and made available for any engineer or person who may subsequently be required to work on the system.  Whenever modifications or changes are made to the electrical system, it is essential that existing records are updated to indicate alterations to circuits, distribution boards, etc.

All testing/inspection records and certificates regarding the electrical systems and portable tools and appliances should be signed by the electrician responsible for the testing. 

12.2 Training Records

At Microsoft, data and documents are retained in compliance with the retention times set out in our Corporate Retention Schedule

All training records shall be maintained by Plan Administrator with support of Microsoft OHS. 

The following terms are used in this document.  The definitions below are used in the scope of this document but local regulatory definitions override if there is a conflict.

Arc Flash: A rapid release of energy due to a fault between components of different voltage levels in an electrical system.

Authority Having Jurisdiction (AHJ): The local/ state agency or organization responsible for enforcing the requirements of a code or standard, or approving equipment, materials, an installation, or a procedure.

Current: A flow of electric charge capable of electric shock that is measured in amperes (amps or A)/amperage.  

De-energized:  Free from any electrical connection to a source of potential difference and from electrical charge; not having a potential different from that of the earth.

Energized Electrical Work: Work conducted on or near an exposed energized circuit.  

Ground Fault Circuit Interrupter (GFCI): Provides additional protection from shocks by shutting off current to equipment when a change in electricity flowing through an unintended path is sensed. GFCI's are designed to shut off electrical power within as little as 1/40 of a second. 

Grounding: The process of connecting one or more conductive objects to the ground and is a specific form of bonding. 

Labeling: The label or imprint (usually either stamped or an adhesive label) with the logo of the testing laboratory and other pertinent information on each piece of equipment. This label indicates that the equipment has been tested to a standard for safety and quality. Although Underwriters Laboratories (UL) is the most recognizable label, there are many other testing laboratories who test and label electrical equipment. A “CE” label on a piece of equipment is not a testing laboratory mark and is not accepted as such. It is a mark used by manufacturers in Europe to self-certify their own equipment for Europe and is not accepted as a certification in North America.

Limited Approach Boundary:  An approach distance from an exposed live part within which a shock hazard exists.

Listing: The manufacturer’s representation that samples of the complete product have been tested to nationally recognized safety standards and verified to comply with a specific product standard accepted by OSHA and/or ANSI. 

National Fire Protection Association (NFPA):  An international nonprofit organization focused on reducing the worldwide burden of fire and other hazards on the quality of life by providing and advocating consensus codes and standards, research, training, and education.

Nationally Recognized Testing Laboratory (NRTL):  Private sector organizations that meet the necessary qualifications to evaluate and determine that specific equipment and materials meet consensus-based standards of safety to provide the assurance, required by OSHA, that these products are safe for use in the U.S. workplace. Examples include Underwriter’s Laboratories (UL) or Factory Mutual (FM).

Prohibited Approach Boundary:  An approach distance from an exposed live part within which work is considered the same as making contact with a live part.

Over Current Protective Device: A device, such as a fuse or circuit breaker, designed to interrupt the circuit when the current flow exceeds a predetermined value.

Polarized Plug: Helps reduce the possibility for shock with easily identifiable plugs, having an asymmetric pin configuration, allowing the plug to be inserted into an outlet in only one possible orientation. 

Portable Electrical Equipment: Any electrical equipment that is not fixed.  Examples of portable electrical equipment include powered hand tools, powered bench tools, fans, radios, etc. 

Qualified Person: A person who, by possession of a recognized degree, certificate, professional standing, or skill, and who, by knowledge, training, and experience has demonstrated the ability to deal with problems relating to a particular subject matter, work, or project.

Resistance: The ease with which electricity flows through the material (conductor). Materials (conductors) with higher resistance properties can become hot. (Measured in ohms) 

Restricted Approach Boundary: An approach limit at a distance from an expose live part within which there is an increased risk of shock due to electrical arc over, combined with inadvertent movement, for personnel  working in close proximity to the live part.

Safe Condition Check: The comprehensive inspection or test of the lock-out/tag-out boundary performed for or by the Controlling Organization to ensure that the lock-out/tag-out boundary is controlled to prevent exposure from all identified sources of hazardous energy /material.

Safe-To-Work Check: The inspection or test performed by the Authorized Worker to ensure that no hazardous energy exists where they shall perform electrical work such as servicing or maintenance.

Underwriters Laboratories (UL): An independent product safety testing and certification organization. 

Voltage: The difference in potential energy between two points. A volt is the potential required to make one ampere flow through one ohm. 

15.1 Microsoft Internal

• MS Policy 37019-2, Regulatory Compliance
• MS Policy 37019-5, Regulatory Investigations, Inspections, and Inquiries
• Microsoft, Safety and Accident Prevention Program 
• Microsoft Vendor Code of Conduct
• Incident Reporting and Investigation Procedure
• Microsoft Hazardous Energy Control Program (LOTO)
• Microsoft Personal Protection Equipment Program
• Microsoft Contractor Management Program
• Microsoft Portable Power Tool Program

15.2 Microsoft External

• NFPA 70E (2012), Electrical Safety in the Workplace.
• OSHA, 29 CFR 1910.301-.399, Subpart S, Electrical.
• Washington, WAC 296-800-280, Basic Electrical Rules.
• California, CCR Title 8, Subchapter 5, Electrical Safety Orders.  

Microsoft managers may use this outline to produce a written Electrical Safety Program for machines, equipment or processes under their control.  The site-specific written program must be tailored to identify or comply with the following:

• Federal, state, or local regulations governing electrical systems at the facility location
• Machines, equipment, or processes covered under their program
• Employees or contractors covered under their program.

Managers must make the written program available to employees, contractors, and corporate or regulatory compliance officers.  See Section 6.1.1 for more information on the written program. 

Purpose

State the purpose of the program (ensure that personnel interact with electrical systems in a safe manner and within their qualifications and authority). 

Scope

Describe the area or facility-specific operations that fall under this program (new electrical systems, existing electrical systems, electric or electronic equipment and apparatuses, modifications, and installations). 

Regulations

A list of any applicable federal, state and local regulations must be included here.  For example, in the United States, federal regulations for electrical safety fall under 29 CFR 1910.301-.399, Subpart S “Electrical” and NFPA 70E, “Electrical Safety in the Workplace”.  However, individual states or local municipalities may have additional requirements. 

Roles and Responsibilities

Personnel with responsibility for oversight or implementation of electrical safety must be identified here.  Identify the roles and responsibility of the Plan Administrator, including oversight or implementation of electrical safety. This list should include the names of specific individuals, job titles, applicable licenses or certifications, and a summary of their role and area of responsibility. 

Definitions

The written electrical safety program must include definitions (see Section 5).  Included is a list of definitions commonly referred to in an electrical safety program.  Additional definitions may be required based on applicable regulations, or activities that take place at the Site.  

Workplace Survey and Hazard Assessment

Summarize the workplace survey and hazard results at the workplace (see Section 6.1.2).  This summary can be presented as a table for easy reference.  Be sure that the summary allows the reader to easily identify the referenced machine, equipment or process on the workplace floor.  This can be done by including photographs or floor maps in the document. 

Electrical Safety Work Procedure

This section must include the rules or requirements for electrical safety program implementation.  This section must describe step-by-step procedures (SOPs or MOPs) that described the how to mitigate electrical hazards before approaching within the limited approach boundary or arc-flash protection boundary of energized electrical conductors or circuit parts and special circumstances.  Refer to Section 6.4 in the procedure for additional information.

Examples of items that need to be outlined in this section may include:

1. Placing the electrically hazardous conductors or circuit parts into an electrically safe work condition (see Microsoft’s Hazardous Energy Control Program). 
2. Applying supplemental physical controls, such as panels, shields, or barriers, to isolate employees from the energized components. 
3. Administrative controls, such as the Energized Electrical Work Permit, assignment of a safety watch, and qualification training. 
4. PPE to isolate workers from exposed hazardous electrical conductors or circuit parts. 
5. Safe work practices (safe work rules and electrical safety considerations) to support the development of safe working habits.
6. General safety rules.
7. Site specific training on emergency response procedures.
8. Completed Job Hazard Analyses.
9. Inspection records for electrical systems located on site.

Any activities that require the use of an Energized Electrical Work Permit must be called out in the written program and must provide an effective means of protecting personnel from harm. 

Training

Information on training frequency and site-specific training content must be incorporated in this section.  See Section 7.0 for more information. 

Inspection

Annual inspections of electrical systems must be part of the electrical safety program (Section 6.6).  Inspection documentation must be retained onsite.  Following the inspection, training and other corrective actions must be taken as necessary. 

Incident Investigation

Incident investigations must be performed for all accidents, incidents, and near-misses that were directly or indirectly related to electricity using standard investigation methods. 

In addition to a comprehensive preventive maintenance program, electrical equipment should be inspected routinely to identify hazards and insufficiencies before they lead to a serious issue.   

Monthly:

• Examine the exterior of all enclosures, panels, cable and bus trays for signs of overheating, corrosion, or moisture. 
• Ensure all enclosure, panel, cable and bus tray covers and doors are properly secure.  Where seals and gaskets are used, observe for signs or damage or deterioration.  
• Check for signs of rodent, insect or other infestation.  
• Ensure all electrical equipment rooms are kept clean and are not used for storage.
• Check all ventilation fans and cooling equipment for proper operation.
• Ensure adequate lighting in electrical equipment rooms 

Quarterly:

• Examine interior of all enclosures, panels, cables and bus trays for signs of moisture, corrosion, rodent or insect infestation.  Look for trash, debris, tools or loose parts.
• Examine connections for signs of overheating, corrosion, deterioration or adverse conditions.
• Examine conductors for overheating, damaged or deteriorated insulation. 

Annually:

• Conduct all maintenance activities as specified in your facility’s preventative maintenance program. 

Every Three Years:

• It is recommended that infrared, or thermographic, inspections be performed every three years.  The inspection should consider all distribution panels, cable and bus connections, motor control center and starters, switch gear and other critical equipment. 

Maintenance and testing of the electrical systems is only part of an effective program to reduced electrical related incidents and accidents. Good housekeeping and operating practices shall also substantially reduce the risk. The following is a summary of best practice for electrical safety, which should be reviewed and assessed against the site’s current operating practice. 

• Plugs, sockets and fittings are obtained from a reputable manufacturer and are sufficiently robust for business use.
• Fuses, circuit breakers and other devices are correctly rated for the circuit they protect.
• Access to electrical connections and terminals is prevented. Control box covers are kept closed and if possible locked with the key held by a responsible person.
• The main switches are readily accessible, capable of being locked off, clearly identified and everyone knows how to use them in an emergency.
• All portable apparatus is listed so that it can be regularly inspected and its condition recorded. Consideration must also be given to hired or borrowed tools, or equipment such as floor polishers, which may be used after premises have closed and may be owned by contractors.
• Suspect or faulty apparatus must be taken out of use, put in a secure place and labeled DO NOT USE until attended to by a competent person.
• The special maintenance requirements of waterproof or explosion-protected equipment are recorded and someone is responsible for it.
• Someone is responsible for checking the ‘test’ button on GFCI devices.
• Tools and power sockets are switched off before being plugged in.
• Appliances are unplugged before cleaning or making adjustments.
• When any installation work is arranged, it is always be performed by professionally qualified electrician be that the maintenance team or the electrical contractors.
• A register of all electrical equipment is maintained and a record kept of periodic maintenance checks. The frequency of these shall depend on the complexity and type of appliance. 

Combustible materials are kept clear of electrical appliances, particularly electric fires, night storage heaters, motors, and light fittings.