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Guide to Checklists
Introduction
This information guide will assist the user with creating, actioning and managing/editing checklists on Safety 360 Elite.
To create and manage/edit checklists on the system, the following must be in place:
- Active Safety 360 Elite Full or Lite system.
- Control user privileges provided
- Inventory needs to be loaded
Only control users or department managers/assistant or user with a checklist collaborator role can create, manage/edit checklists.
All users can Action checklists in their Region.
Checklist process on Safety 360 Elite comprises of the following steps:
Checklists
On the left Navigational Panel, select CHECKLISTS to start.
Available cards for Checklist.
Details relating to your available cards:
For this guide, we will start with Build a New Checklist
Build a New Checklist
Once you click Build A New Checklist you will see options to Build a New Checklist or Build from Library as shown below.
Select Create A New Checklist – to build your own, Checklist.
Or you can Copy from the Checklist library, with more than 90 Checklist.
For the purpose of this guide, we will focus on New Checklist.
When building a New Checklist, you will have to add the following information:
- Checklist name
- Document number (Optional)
- Version Number (Optional, will start from 01 automatically if not selected)
- Answer type (Mandatory: the System has three answer types to choose from)
- Select region ( Mandatory: based on your system Workplace setup)
- Checklist Type ( Mandatory selection based on the type of checklist you want to create/build)
The creator will also be able to copy from an existing checklist, as well as apply settings to checklist including:
- Allow actioned checklist to be Approved/Rejected
- Allow Forms linked to Checklist to be optional
AFTER ALL THE ABOVE INFORMATION IS ADDED CLICK SAVE CHECKLIST (To save the information).
Use this form to create a checklist, more details will follow.
Complete the mandatory fields marked red, in order to give more precise details.
Click on the pen to link your checklist to a inventory item. Only loaded inventory will be selectable.
More details relating to Checklist settings
Details relating to Checklist Details:
Give your checklist a unique name (It is a mandatory field) and document number for quality control.
Complete the checklist details Identifying your new Checklist.
Version number will automatically change when moved to approved status. Select answer type.
Select the Region, only users in this region will be able to see this approved checklist.
Details relating to Checklist Details: Answer Types
You can customize your answer types. Setting this up is made under system settings (Control user only)
From a drop-down list, select the type of answer you prefer.
Details relating to Checklist Details: Copy Sections, groups and questions
You have the option to select questions from an existing checklist.
From a drop-down list (above) select the created checklist, this list will be imported into your new checklist.
You can also clear the selection if needed.
Details relating to Checklist Details:
From a drop-down list select the Non-conformance type, this will place the checklist in different categories. e.g. Environmental.
You can also clear the selection if needed. As per above.
Select the type of checklist you are building. Checklist types are discussed shortly.
Details relating to Checklist Details: Non-Conformance types
Select Save Checklist once all fields are completed.
Checklist Types
Safety 360 Elite has 3 Types of Checklists available. This will largely improve the reporting on checklist. The difference is explained below.
Build a New Checklist
Details relating to Checklist Details: Setting up inventory Sub-Categories.
Once all required info fields have been captured, the Save Checklist option will become available.
Build a New Checklist - Dashboard
From the dashboard, you can edit the details by selecting the pen:
- Status (Approved/Drafting/archive)
- Who created the checklist
- Answer Type
- Type of checklist: General or one of the other
- Version and Document Number
- Non-Conformance Logging Type
- Regions
- Assigned Subcategory
The pen below “Status”, will allow you to cycle between Draft, Approve, or Archive checklist.
Only approved checklists can be actioned by users.
Build a New Checklist - Forms
Adding Forms to your Checklist:
From the dropdown, you can select your form. All forms will be available for your selection.
Build a New Checklist – Sections/Groups
Adding Groups, and Sections to your Checklist:
The General Section is there by default, if you won’t be adding separate Sections, please use this to start adding Groups.
When adding a New Section, you can choose a Section Name, as well as add a Description.
We added a Group 1 and Group 2, we now start adding questions to this group by selecting the add question symbol.
For this guide, we will be building a Checklist using the Default General Section, with 2 groups containing 2 Questions in each group.
After selecting the Question symbol this page will open to allow you to start adding questions:
Select the plus to add questions as you do not have any yet.
The search facility is available if you must find and edit questions.
After selecting the Question symbol this page will open to allow you to start adding questions:
Start typing your question or copy and paste from an existing Checklist.
Scoring allows you to add a value to the question, this is optional.
Selecting a Non-Conformance type links the question to a category. Select from the dropdown, this is optional.
Setting a Status to a Question will require that more detail are given when answering the question or will raise Non-conformance if answer is negative. Depending on selection.
Assigning a status to a Question:
Completed question:
Add your First question.
Once all fields are completed the Save question will become available. If selected it will take you back to the “Add Next Question” page and show completed questions.
We now have 2 Groups with one question each. You can add multiple questions to each group.
Adding a Section works the same as the Groups. After adding the new section start adding questions to your new section.
Once all your questions have been added to the checklist, you can use the back arrow to go back to the main builder page. On the main builder page, place your checklist in the approved state. Use the “Task” feature to assign approved checklist to employees.
Approving the new checklist:
Currently, your checklist is in the Draft stage. Selecting the pen under Status will allow you to move the Checklist to the Approved stage.
Once approved you can action this Checklist and will be visible under the General tab.
Build a New Checklist – Find your Checklist
Once all the information has been captured and the user clicked Save Checklist, the data will be stored.
The user will now be taken to the Checklist Dashboard. Please note all created checklists are set to DRAFTING state until moved to APPROVED by the user. ONLY APPROVED CHECKLISTS CAN BE ACTIONED.
The checklist dashboard can be found by navigating to View Built Checklists, under the relevant type of checklist tab.
Select the filter to switch between Approved or Drafting checklists.
Filter Checklist options
Checklist Templates
Building a Checklist from a Template:
When you Copy From Library Template you will get a list of available Checklist
To make use of the checklist select Editable.
Select Use template, this will open the main builder page. It will still be in the draft state.
All the questions or groups can be edited or removed for your convenience.
Select Close to select a different checklist.
Edit/Manage Checklist
Edit/update/add information to your checklist.
To edit/update/add information to your checklist, navigate to the Checklist Dashboard.
(Checklists -> View Built Checklists -> Find relevant checklist type -> Find Checklist -> Click the Edit Icon)
If your checklist has not been approved and is still in the drafting stage, remember to use the “Approved/Drafting” filter to switch views, new checklist will be loaded at the bottom of your list of checklist.
Select the line item to start editing info related to the checklist.
Once you have clicked Edit on the relevant checklist, you will be taken to the Checklist Dashboard.
Remember to Switch the checklist to the Drafting stage to make changes.
YOU CAN ONLY MAKE CHANGES TO CHECKLISTS WHILE IN THE DRAFTING STAGE.
Action Approved Checklist
To Action an Approved Checklist, Navigate to BUILT Checklists.
After selecting the
Built checklist card select the action tab on the line item of the checklist. This will open the question page
Remember to switch between the three types of checklists available, General, Audits and Sharing
Select the area where you are going to conduct the checklist.
Complete the mandatory Inspection area selection, from a dropdown list of available areas, These options are based on your current Workspace setup.
Optional additional storage. By default, the checklist will be saved to the Completed Checklist (when done) and is mirrored in the IMS.
From here you can also send a copy of the completed checklist to a Project or a Safety File.
Once you select “Store Checklist basic setup” it will generate a file in the incomplete checklist register.
If you get interrupted while doing your checklist you can go back and find it there.
This will also open the question page.
Action Approved Checklist – Location
Please note when using your web browser to action Safety 360 Elite checklists you might get asked to Allow/Block location information.
Safety 360 Elite will log your location on the Checklist pdf itself, and users will be able to view the coordinates of where checklist was completed.
Complete the checklist. Here you will see the Sections/Groups of your checklist.
Use the slider to view only incomplete Sections/Groups.
Once employee and groups are added the symbol will turn to a green tick.
Before starting your Checklist you can add more defining information to your checklist by adding members, contractors, add employees to sign or add your inventory item.
Complete the checklist, by adding more detail to your Checklist.
Once you have clicked a Group you will see all the Questions linked to that Group.
Completed Group 1 example below.
Completed questions for Group 1 example below.
Once all Groups have been confirmed and all Questions have been answered, you can proceed to Sign the Checklist.
Once all the groups have been answered the “Sigh Checklist” becomes available and you can proceed to sign the checklist.
Action Approved Checklist – Checklist Validation
Before you are taken to the signature page you will pass through the Validation modal. This will confirm If all required inputs have been completed. Only completed Checklists can be signed off.
Action Approved Checklist – Checklist Signing
The signature box will allow you to add your digital signature. The first time you sign on Safety 360 Elite you will need to add your signature which can be stored for use in the future.
This requires you to draw your signature. Please note NO images can be used.
Draw your signature. If using a laptop/pc you will need to use your mouse.
It is recommended to use your mobile device as touchpad for first signature.
Select Save Signature to re-use this signature in the future.
Once your signature has been added, you can click the Submit button to finalize checklist.
Click submit to finalize.
Completed Checklist Dashboard
After successfully signing the checklist, you will be taken to the Completed Checklist Dashboard as shown below.
Find Completed Checklists
The Completed checklist register will show all completed checklists under the relevant type.
Selecting the completed Checklist card will open the checklist dashboard .
Select your checklist type from the list.
You can filter the checklist by selecting the “filter checklist” option.
You can also “Download a CSV” of all the checklist.
Select your checklist from the line items on the dropdown.
Find Incomplete Checklists
The Incomplete checklist register will show all incomplete checklists under the relevant type.
Selecting the incompleted Checklist card will open the checklist dashboard .
Select the type of Checklist from the list.
You can filter the checklist by selecting the “Filter checklist” option.
You can also “Download a CSV” of all the checklist.
You can also select only the checklist you are involved with by dragging the slider “Show only mine”.
Select your checklist from the line items on the dropdown list. You will be able to carry on with your checklist were you left off. By selecting the “Complete” icon on the bottom right ones open.
Archive Checklist
Selecting the Archive Card, opens a list of archived documents-> Find the relevant Checklist and click the Line item to open the Checklist.
By selecting the line item of the checklist it opens the history card. You will be able to restore the checklist, and this will place the checklist back on the selectable list. It also gives you history relating to the archived checklist, i.e. By who and when was it archived.
Archive Built Checklist
Selecting the line item, will open Stored Checklist Overview.
By selecting the line item of the checklist it opens the history card.
External Actioned Checklists
View your externally completed checklist
Reviewing of the Stored Checklist
Navigate to Completed Checklist – Select the line item of the checklist.
Navigate to Completed Checklist – select Accept or Reject checklist.
The reviewer can now accept or reject the checklist with feedback to the checklist members.
Accepted Checklist will have a green tick.
Rejected checklist – This checklist will be moved to the incomplete list and will need to be completed again.
Build a New Audit Type Checklist
When building an Audit Type Checklist there are several selectable fields that need to be completed. This will either pass or fail your audit.
When building a new “Audit Type” checklist is the same as building an General checklist. With some difference. Select Audit on the checklist type tab.
Building Audit Type Checklists
When building an Audit Type Checklist there are several selectable fields that need to be completed. This will either pass or fail your audit.
Let’s look at each one in more detail.
Build an Audit Checklist
Details relating to Checklist settings:
Build a New Checklist
Details relating to Checklist Details: Non-Conformance types.
Safety 360 has three types of Checklists: General, External/ Internal, and Audit type checklist.
This is also a mandatory selection; it places the checklist in a specific category.
Safety 360 has three types of Checklists: General, External/ Internal, and Audit type checklist.
Under Checklist type select “Audit”.
When you action “Audit Type” checklist it will prompt you for Audit specific information.
An audit checklist may be approved or rejected, by the creator or an external person link to the checklist. This person is added after actioning the checklist.
Setting up your audit pass score Is important, as this determine your “Audit” pass rate percentage.
Audit Type Checklists
When you action an Audit Type Checklist there are several selectable fields that need to be completed.
Select the icon to action the selected field.
Adding – Checklist Members.
“Checklist Members” assisting with the audit , are required to sign the audit.
When adding a member first select the “Member type” and then the actual member’s name from a drop-down list of selectable members.
External Interviewee, allows you to add a name and email address of an external person, to allow for signature.
Setting up the – Audit Details.
Audit details allow for adding a report name for the Audit.
Introduction – is the details that will be displayed on your PDF of the audit report. “(Audit Name) needs to be changed to the same name as the Audit type e.g. – LCA Audit (pls type)
Start and End date indicates to the assigned “Checklist members” the allowed date for the Audit.
Setting up the – Subject of Audit.
Complete the required fields to setup either a Contractor or External Company.
Finalizing Audit Type Checklist
After you have completed all Sections/Groups/Questions of your Audit Type Checklist, and you have passed the validation stage, you would need to ensure all required Team members and Interviewees sign the audit.
If you are the sole member, you can click Sign Audit Members. This will take you to the Auditor Required Signatures modal shown below.
Click Sign or send the request via email to add signature’s.
The next step would be to Approve/Reject the audit. Add your conclusion wording and finalize the checklist.
Please note Audit Type Checklists cannot be approved if they don’t meet the min required score.
Click to save and finalize.
If you are part of a Team, or there are Interviewees required to sign as well, you can click Sign Audit Members (sign on your device).
Rejected Audit Register
Reviewing of Rejected Audit
Navigate to Incomplete Checklist – This will show all incomplete checklist.
Select the filter checklist tab.
Select the checklist status bar and filter for Rejected checklist.
Rules To Remember
Only Control users and any user with checklist collaborator role can create/manage/edit checklists.
Only approved checklists can be utilized by any user with the safety 360 elite user access.
You can only make changes to checklists while they are in Drafting state.
Actioned checklists can be sent directly to Safety Files and Projects.
Once a checklist has been archived it can no longer be actioned by users.
Archived checklists can be reinstated by creator or control user.
You can also complete checklists on the Safety 360 Elite application, found on Playstore and iStore.
Troubleshooting
Conclusion
Checklists aims to assist system users with identifying, mitigating and managing non conformances through inspections.
Use this platform to inspect anything, anytime, anywhere.