custom inspections/audits manual - myosh

Custom Inspections/Audits Manual

Myosh – Your online OSH management system

Custom Inspections Audits Manual 2015 08 20 Page i

© Copyright 2002 - 2015 NetSight Pty Ltd

© 2017 Netsight All Rights Reserved. No part of this work covered by the publishers copyright maybe reproduced or copied into any form or by any means (graphic, electronic or mechanical, including photocopying, recording, recording taping or information retrieval systems) without the prior written permission of the publisher. Important notice.

This publication is sold on the understanding that the authors and editors are not responsible for the results of any actions taken on the basis of information in this work, nor for any errors or omissions. The publisher and the authors and editors, expressly disclaim all and any liability to any person, whether a purchaser of this publication or not, in respect of anything and the consequences of anything done or omitted to be done by any such person in reliance, whether whole or partial, upon the whole or any part of the contents of this publication.

Myosh – Your online OSH management system

Custom Inspections Audits Manual 2015 08 20 Page i


Table of Contents Introduction ................................................................................................................ 1 Access Responsibilities ........................................................................................... 1 Inspection Templates ................................................................................................ 2

Explanation .................................................................................................................. 2 Creating an Inspection Template ................................................................................ 2 Row Details .................................................................................................................. 3 Section Title ................................................................................................................. 3 Question ....................................................................................................................... 4 Option Field.................................................................................................................. 5 Text .............................................................................................................................. 6 Section Total ................................................................................................................ 6 Grand Total .................................................................................................................. 7 Cloning Inspection Templates ..................................................................................... 8 Archiving Inspection Templates .................................................................................. 9

Creating Inspections ................................................................................................. 9 Continue & Complete Now ........................................................................................ 10 Schedule & Send Notification .................................................................................... 11

Inspection Document Scoring ............................................................................... 11 Calculating the Inspection Score ............................................................................... 11 Reviewing the Scores ................................................................................................ 12

View Inspection Outcome as a Graph ................................................................... 13 Scheduling Inspections .......................................................................................... 14 Corrective Actions as a result of an Inspection .................................................. 15 Completing an Inspection....................................................................................... 15

Searching and Displaying Inspections ................................................................. 15 Searching for Inspections .......................................................................................... 16 Search Report ............................................................................................................ 16 Displaying Inspections ............................................................................................... 18 Calendar .................................................................................................................... 18

Custom Inspections Audits Manual 2017 10 19 Page 1


Introduction The Inspection/Audit manual focuses on:

Creating Inspection templates

Creating Inspection Documents

Scheduling Inspections

Calculating Inspection Audit Scores

Corrective Actions resulting from an Inspection

Completing Inspections.

Searching Inspections. All three access levels, Administrators, Power Users and Users have access to the Inspection module.

Access Responsibilities Administrators, Power Users and Users all play an important part in the Inspections module, the below table shows what responsibilities they have.

Access Level Responsibilities

Administrator Set up the Inspection Templates prior to Power Users being able to create Inspections

Can take responsibility for the Power User and Users responsibilities

Power User Create Inspections

Schedule Inspections

Complete Inspections

Search for Inspections

Users Search, View and Print Inspections

Conduct the Inspection

Site Editor For the site in the hierarchy they can:

Create Inspections

Schedule Inspections

Complete Inspections

Search for Inspections

Site Reader For the site in the hierarchy they can:

Search, View and Print Inspections

Conduct the Inspection



Inspection Templates

Explanation

The Inspection Templates are created prior to being able to use the Inspection Module. Templates can be created for all Inspection audits and contain all questions and answers that will be completed. Templates are created Administrator access level only.

Creating an Inspection Template

To create an Inspection Template;

1. Select Inspections/Audits button under Operational Tasks/Checks on the myosh main menu

2. Select Active Templates under Admin

3. Select New Record on the menu bar to create a new blank Template

4. Select the Status by clicking in the relevant radio button.

5. Enter the Inspection Title

An Inspection Template that has a status of Draft or Archive will be unavailable for selection when creating an Inspection document. When the status is changed to Active the Inspection Template will be available for selection. Archived Templates will be listed in the Archive Templates menu. The status can be changed at any stage.



Row Details

There are six different row types that can be chosen:

Section Title

Question

Option Field

Text

Section Total

Grand Total.

As inspection components are added they appear under the inspection Elements section. If they aren’t in the correct order, select the title and drag and drop into the correct position. When adding rows to the template select the different types in the order that they need to be displayed in the inspection. The information and steps below detail how to set up different row types.

Section Title

To add a Section title:

1. Select Section Title, and the following screen will appear

2. Enter the Section Title



Question

To add a question:

1. Select Question, and the following screen will appear

2. Enter the Question

In the first field enter the Answer to the question and in the second field enter the Score, as shown below. The score is what is to be allocated to the answer selected.

3. Select Add and the Answer will be auto-populated.

4. Select what needs to be Included with the question and answer choices, by selecting the relevant tick boxes.

5. Select Add.

Including an Observation will give the person completing the Inspection document a text box to record any observations about the row item.

Including an Action, Hazard and Attachment will give the person completing the Inspection document the option to log an Action or Hazard and attach an image or other relevant document.



Option Field

To add an Option Field;

1. Select Option Field, and the following screen will appear

2. Enter the Option Label

3. Select the Option Type

4. Enter the Options into the text box provided

5. Select to include an Observation if necessary

6. Select Add

In the Option Type a Radio button is used for single selection answers only. A Checkbox selection is used for multiple selection answers..

Enter each option on a separate line as above screenshot shows.




Text

To add text;

1. Select Text, and the following screen will appear

2. Enter the text in the Question field

3. Select to include an Observation if necessary


Section Total

To add a section total:

1. Select Section Total, and the following screen will appear:

2. Select Add

Including a Section Total will add a total score for each section of answers.



Grand Total

To add a Grand Total:

1. Select Grand Total, and the following screen will appear

2. Select Add

Including a Grand Total will add a total score for the Inspection answers and include an overall percentage score.



Cloning Inspection Templates

If an Inspection Template is the same for a number of inspections, rather than recreating the Inspection Template, myosh allows for cloning of the template. Selected sections within a template can also be cloned. To clone an Inspection Template;

1. Select Clone Templates under Admin

2. Enter the name of the New Inspection Type

3. Select the Inspection(s) to be Cloned (hold down Ctrl for multiple selection)

4. Select the Inspection Section(s) to be Cloned (hold down Ctrl for multiple selection)

5. Select Submit

The Cloned Template will now appear with a Draft status in the Active Templates list. Open the newly cloned template and update the status to Active as appropriate.

Additional questions can be added to the Template as required prior to changing the status to Active.



Archiving Inspection Templates

If an Inspection Template is no longer required the template can be archived. Archived templates appear in the Archived Templates menu. An Archived template can be made available by changing the status to Active. To archive a template:

1. Open the Inspection Template to be Archived.

2. Select Edit

3. Select Archive in the status section

4. Select Submit

Creating Inspections Once the Templates have been created by the myosh Administrator. Power Users can create an Inspection document using one or more of the templates. To create an Inspection document:

1. Select Inspections/Audits module, by default Active Inspections will be selected

2. Select New Record from the menu bar

3. The following form to be completed will be displayed:



The section under Hierarchy is automatically populated from the Person’s Document who is creating the Inspection.

4. Enter the Date and Time for the Inspection

5. Select the Accountable Person from the Name Picker

6. Select the Team from the Name Picker

7. Select the Type of Inspection from the drop down menu.

8. Enter a Reminder Date if the Inspection is being scheduled to be completed for a future date.

9. As appropriate select the name(s) to be Notified when Completed.

10. Add any Comments as necessary.

11. As appropriate attach any relevant documents by selecting Choose Files

12. Select Continue and Complete now or Schedule and Send Notification

myosh will start sending out reminders to the Accountable Person according to the reminder date set. Reminders will be sent on the same day once a week until the record has been completed or the reminder date has been cleared or set to a different value.

Continue & Complete Now

1. Selecting Continue & Complete now will display a confirmation dialog.

2. Select Yes.

3. The Inspection section will display the content of the questions from the inspection template type selected.

13. Enter into the Inspection Document any observations and the results by clicking in

the relevant Achieved radio button and type.

14. Add any Actions that need to be carried out by either selecting Create Action next to observation or by selecting on the Create Action button on the Associated Actions banner (bottom of the document).

15. Attach any relevant documents by either selecting Add Attachment next to observation or by selecting Choose Files in the attachments section

16. Select Submit



Schedule & Send Notification

The Schedule and Send Notification is used when the Inspection Document is being sent to a different Accountable person to that person creating the Inspection Document. It notifies the accountable person via email that the Inspection is due and this is the document to use. To Schedule and Send Notification:

1. Set the Date and Time for which the Inspection is to be scheduled for

2. Select the Accountable Person and Team

3. Select the Inspection Type

4. Select Send Reminder date

5. Select who to Notify when completed

6. Select Schedule & Send Notification

The screen will then display the Active Inspections list.

Inspection Document Scoring

Calculating the Inspection Score

The Inspection Document scoring and the overall score for the entire audit is automatically calculated once the Inspection Document has been Saved. The Section Total is calculated adding up the top scores for each question. The Section Total Score is calculated adding up the scores for the answers. Each Section Total score is totaled to get the Grand Total score. The Grand Total is also displayed as a percentage overall score. The Grand Total percentage is calculated by the following formula: (Achieved Score / Total Possible Score) * 100



Reviewing the Scores

To review the scores open the Active Inspection Document and the scores will appear as shown below.

If the Inspection answers need to be changed the you can open the inspection document and edit the Achieved answer. Once the inspection is saved or submit is selected the answer scores will update.



View Inspection Outcome as a Graph To view a graphical representation of the Inspection outcome, select the icons in the view prior to opening the inspection document. As shown below.

The graph icon is located at the end of the columns for each individual inspection that has been created. This will open the Bar Graph of Inspection Results.



Scheduling Inspections Scheduled Inspections are the same as other inspections but provide the ability to schedule to a nominated person on an ongoing basis. To schedule an inspection:

1. Select Active Schedules on the menu panel

2. Select New Record

3. The Scheduling Document will be displayed as shown below

The section under Hierarchy is automatically populated from the Person’s Document who is creating the Inspection.

4. Select the Type of Inspection. This will determine which Inspection Document will

be used for the inspection(s).

5. Select the Accountable Person

6. Select the Team for the inspection

7. Select the Inspection Date

8. Select the Inspection Time

9. Select the Repeat this Inspection frequency

10. Select the Send Reminder using the calendar icon

11. Enter any Comments

12. Attach any relevant documents by selecting Choose Files.

13. Select Submit

The responsible people listed will receive an email notification on the Send Reminder Date.

The Schedule Search Report can be used to find details of schedules that are setup in the system.



Corrective Actions as a result of an Inspection As a result of an Inspection, Corrective Actions can be generated and tracked. There are two ways to create a Corrective Action: Observation Action – Select Create Action in the Other column next to the relevant question. The Action will be listed within the row item it applies to for ease of tracking. The Action can also be accessed from within the Actions module. Inspection Action – Select Create Action button at the bottom of the Inspection Document. The Action will appear at the bottom of the Inspection document and within the Actions module.

Actions will appear in the Actions module and will automatically send out reminder notifications when they become overdue. Reminder notifications are generated each Monday until the due date is changed or the Action is Closed.

Completing an Inspection To complete an Inspection:

1. Open the Inspection to be Completed.

2. Scroll to the Details section.

3. In the Status options select Completed

4. Select Submit

Completed Inspections are displayed in the All Inspections menu.”.

Searching and Displaying Inspections There are a number of ways to find Inspections and required details from the Inspection that has been carried out.

Search Report

Calendar

Active Inspections

All Inspections

All By

Active Schedules

Schedules Search Report



Searching for Inspections

Search Report

There are two type of Search Report in Inspections. One is for Inspections and the other for Scheduled Inspections. Use the Search Report option, to find Inspection data that meets specific criteria.

1. Select Search Report on the navigation panel

2. Select New Record and the following screen will be displayed

3 Enter Search Criteria selecting relevant fields. To select multiple fields for Site hold down the Ctrl key and click relevant sites.

The next step is to select the Report Output.



5. Enter Template Name

6. Select the Available Fields, for multiple selections hold down the CTRL key

7. Once highlighted click on the relevant arrow – as above

8. Change the order by using the up and down buttons

9. Select Submit

Including the Document Number in the report the document number becomes a hyperlink to the original document.

Report Output Component Description

Template Name If this is a report that will be run on a regular basis it can be saved as template by entering a name in this field.

Available Fields Fields that are available to be included in the report

Output Fields that will be displayed in the report

Transfer highlighted fields from Available Fields to Output Transfer all fields from Available Fields to Output Transfer highlighted fields from Output to Available Fields Transfer all fields from Output to Available Fields

By highlighting a field and clicking on these buttons it will change the order of the report.

Extract to Excel Extracts the report to Excel.

Add Footer This adds to the footer of the report the search criteria.



The returned report will be displayed similar to the one below.

If the returned result isn’t what was required, select back and update the search criteria and output then resubmit. The report can also be printed by selecting Print on the menu bar.

Displaying Inspections

Calendar

To view the Inspection documents in a calendar format:

1. Select Calendar on the Inspections menu panel

2. The Open Inspections will be displayed for the current month as shown below

Calendar view can be changed to month, week or day. Navigation options are displayed at the top of the calendar.