The Origins, Evolution, and Impact of Utah's Online Self-Inspection Survey

State of Utah Division of Risk Management

Multi-Year Process• Paper Format– Multiple years became a standard– No review of forms

• Online 1st Version– Lack of security – Lack of accountability

Multi-Year Process (cont.)

• Online 2nd Version– No flexibility for coordinators– Content control lacking

• Online 3rd Version– Improved flexibility for risk– Limited data mining

Administrators• Create the survey for each group and

organization• Create questions • Establish dates of availability • Draft opening and closing letters

Administrators (cont.)

• Limited access to maintain program integrity– One main administrator • Works with Technology Services

– Two alternates• Working knowledge on all levels

Year Selection

• Select year for revisions and data mining

Function Index/Guide• Function

links• Users’

Guide

Grouping

• Types each covered entity

New Group

Organizations

• Based on year and/or unique organiz-ation

Organizations (cont.)

• Add an organization

Facilities

Add a Facility

Inspectable Areas

• Create unique question sets based on facility use

Add Inspectable Areas

Managing Questions

• Keyword search function

Managing Questions (cont.)

• Add questions

• Unique numbering required

Managing Questions (cont.)

• Multi-year revision capability

Managing Questions (cont.)

• View questions

• Keyword search

• Edit function

Editing Questions• Edit

questions and explana-tions

• Paper versus online formats

Sort Questions

Cover Letter Function

• Create notices of dead-lines and expecta-tions

Coordinator Closure Letter

• Draft instruc-tions and thank-yous

Database/Reports• Download

databases• View overall

summary• Report of

completion• Corrective

action report

Coordinator Proxy-ability• Loss

control access

• Tool for instruc-tion and help

Questions?

Coordinator Considerations

• Required training on implementation• Yearly training available– For new coordinators– Refresher course

• Need more accountability– Subordinates doing the work

Coordinator Aids

• Program fluidity• Left-side numbering for task

progression• FAQ link • Options box graphic• Email-ability to program

administrator

Registration Message

• Request• Grant

Coordinator Letter

Manage Surveyors

• Add• Edit• Delete

Select a Facility

Select a Surveyor

Select an Inspectable Area

Surveyor Repeat Select

Verification: Mandatory Areas

• Verifies manda-tory areas and buildings are assigned

Email Notifications

• Notifies surveyors of assigned facilities

Status Review - Surveyors

Status Review - Facilities

Coordinator Reports

• Summary report

• Corrective action report

• Can edit corrective actions

Corrective Action Report

Coordinator Summary Report

Questions?

Surveyor Role

• Perform the surveys • Can be assigned one, more, or all

inspectable area(s) of facility.

Surveyor Aids

• FAQ link• Simple linear progression• “Where Am I?” graphic button

Surveyor Responsibilities

• Review/submit completed survey• Final submission locks the survey– Coordinators and administrators can

unlock the survey

Surveyor Message/Letter

Facility Selection Step

• More than one facility can be assigned to one surveyor

Online Survey

‘No’ Selection

Corrective Action Screen• Requires an

explanation, action, due date, and delegation.

• Verifies submission to Risk

Surveyor Review

Surveyor Review 2

• Coordinator information included

Submit and Review

Final Submit/Lock• Available as

final check only after all questions have been completed

Submittal Verification

Questions?

Future• Enhance data mining– Agencies & Risk Consultants

• Convert to Java– Less expensive programming costs– Enhanced security

• Improve work flow– Reduce program steps– Use pop-up windows

Future (cont.)• Program development by-products– Greater knowledge of IT capabilities– Commitment to create enterprise

system• Claims• Property• Automobile• Correspondence• 24 – 7 availability• Entity accountability

Questions?Jeff Rose – Loss Control Consultant

Brian Nelson– Loss Control Administrator

5120 State Office BuildingSalt Lake City, UT 84004(801) 538-9560www.risk.utah.gov