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Journey Management Plan
V1.3 Guide
Introduction
This information guide will assist the user with creating, managing/editing and using Safety 360 Elite Journey Management Plan (JMP) Process.
To create and complete a JMP on the system the following must be in place:
- Employees created on system with Driver and JMP Approver HSE Roles assigned
- Employees have user access to system
- Inventory has been loaded to monitor usage (optional as you can add “other” when completing JMP)
- Checklists have been built and approved (optional as you don’t have to link checklist)
Only users with the role of Driver can be selected under Driver dropdown and only users with JMP Approver role can be selected under JMP Approver dropdown
JMP Dashboard
On the left navigation pane of Safety360 Elite you will find the Journey Management Plan portal. Click the icon to navigate to the main JMP dashboard. This is also where you find existing JMP’s once created.
Create a New Journey – New Journey Tab
Select the card to Create a New Journey
Create a New Journey – Driver Contractor Option
The New Journey page will require details of the journey including Driver, Vehicle, Journey legs, External factors for consideration and Journey justification.
You have an option of selecting your “Driving Contractor” or leave it as “None” to select you Company’s own driver.
Create a New Journey – Select your Driving Contractor Option
- In the Pop-up you will find contractors linked to your company
- Only Contractors that are linked to your company will show.
- Select the contractor you want to use
Create a New Journey – Driver and Vehicle Tabs
Select the driver(s): From a drop-down list, all employees with the driver role can be selected.
Selecting a Vehicle: You can either select from the list of inventory vehicles, or add your own under Other vehicles
Create a New Journey – Selecting Driver for Journey
From a drop-down list, all employees with the driver role can be selected.
Create a New Journey – Loading Vehicle Details
Here the JMP Creator can Load Details for Vehicles that is not on your Inventory.
The JMP Creator can select vehicles loaded as Inventory or private vehicles . The user can select the vehicle shown by selecting the line item for the vehicle. Selecting the line item will load the details of the vehicle, leading to the next stage of Journey Legs.
Once the information is loaded the blocks turn blue indicating the selected information on the card: We selected Tiffany as the driver, and she will be using the Nissan X-trail.
Create a New Journey – Purpose of The Journey
To elaborate on the Purpose of the Journey. E.g. Travelling to Site for Work, Delivery, Etc.
Create a New Journey – Adding Number of Passengers
Once you click inside the “Number of Passengers” tab, you have an option of typing a number or using the Up and down buttons, adjust to the number required.
The Data Set will have:
(1) A Heading where all instances containing files, in our example below the Heading is a Checklist name.
(2) Next, we have the values, this shows min/max/average/count/sum.
(3) Each Instance will have line item showing individual score.
(4) The date and time the instance was captured.
(5) The user that logged the instance.
Create a New Journey – Region Display under New Journey
- The below image is an exact illustration on how your screen will display.
- NOTE: The Region that will display, will happen automatically because it has been set already under Account “Settings”. In this case “Gauteng “is my Region Displayed.
- The same process happens for adding the Operation, Inspection Area and Selecting Employee Approver.
Create a New Journey – Display for Approver/s
The below image is an example of how your screen will display when choosing an Approver.
NOTE: The employees that will pop-up here have been assigned under “Company Roles” as a JMP Approver. First set the roles for Approver/s before beginning the Journey Creation. (Thulani and Tsepho are my Approvers. Select any of their names).
Create a New Journey – Selecting a Checklist on New Journey
The Journey Creator to click on “ Select a checklist”.
Create a New Journey – Selecting a Checklist
The below image display the listed checklist diverse options.
Select the checklist that is require, only checklist linked to the Vehicle in your Inventory will be displayed (see checklist guide for more detail)
Edit Journey – After selecting the Checklist
The below image is an exact illustration on how your screen will display after selecting the checklist
Note: The “Continue” button changed from grey to blue. This means you can proceed, because all the details have been added
Click “Continue “to proceed to the next section.
Edit Journey – 1. The Upper Display of the Dashboard
The upper section of the Edit Journey screen will appear as shown below. It will contain the Interested Parties, Justification and Details of the Journey
Edit Journey – 2. The Middle Display of the Dashboard
The edit Journey on the Middle Display will view as shown below.
It will Contain the Driver Requirements and Vehicle Information.
Edit Journey – 3. The Lower Display of the Dashboard
The edit Journey on the Lower Display will view as shown below.
It will Contain the Journey Details.
Edit Journey – The JMP Stages
The displayed allows the creator to observe their stages Completed.
Once a stage is completed, the stage at the top will open. Failure of opening is an indication of outstanding required details. The creator to always check this upper display as a guideline until the end.
Edit Journey – Interested Parties
Click on this icon to add “interested Parties”.
In the Pop up you can select the interested party from the dropdown employee list.
Note: Clicking the Signature box will require the Interested Party to sign. It is an “optional “selection.
Different Company options will Display as below. Click the Appropriate Action that you require where you will then select the employee displayed.
The Displayed Employee will consist of the Name and Surname
After selecting the “My Company” option, the display changes to offer an option of selecting the employee as explained previously.
Click inside the “Employee” box to display a list of employees, and a list of employees will Pop-up as illustrated below. The JMP Creator to click “Add” to proceed.
Edit Journey – Justification and Details
Once clicking the “Add” button, you would have completed loading the Interested Parties.
- The Page will Display as illustrated below
Edit Journey – Interested Parties
This section is for adding more details on the information Displayed. Click the pen to edit Details.
Select the pen, allow you to edit the information
The system makes it easier not to edit everything. Most details will be available from the first stage except the “Estimated Distance” and the “Estimated Hours”.
An option on the bottom left marked red is available to customize the Journey to complete before the Day Ends. When you click the Button, it will change to colour Blue.
In the completion of adding details, the “Update “ button will automatically change to blue allowing you to proceed.
- NOTE : The button reads as “Update” because the creator has a second chance to update details, added in the First Stage “Creation of the Journey”.
Edit Journey – Driver Requirements
This section outlines requirements needed for the driver regarding Competency. The Driver to hold the required Competency Documents filed Employee Manager on Competency.
You have an option to refresh the requirements by clicking the circled arrow on the top right corner with a blue background.
JMP Creator has an option to change the Driver by clicking here!
Edit Journey – Vehicle Information
In this Section, the JMP Creator has 2 different options to add details required.
NOTE: The Checklist selected will be Actioned by the Driver before the trip starts. If any Deviations are identified by the Driver, a Non- conformances will be raised and needs to be rectified First.
Edit Journey – Journey Details
In this Section, the JMP Creator has 2 different options to add details.
Edit Journey – Journey Details (Add Journey Leg Display)
The Display of the Journey Leg is illustrated below.
The JMP Creator to add Details as required. You have an option of using the GPS to find the Departure site or Destination of interest.
The other option is to add the Departure Site and Destination site through your sites added under Management (Site).
Click the “Select Sites” to add site from your site selection. To find sites on Maps Select “Find Location”.
Edit Journey – Journey Details (Adding Journey Leg)
PURPOSE OF THE JOURNEY
This is a brief explanation on how the journey will go. Note: This time you explain in detail how the Journey will go.
Type onside the box.
Edit Journey – Adding a Departure or Destination (1) using Find Location
Click on the “Find Location” Button marked red.
On the pop-up.
Scroll-down to shrink the image map or scroll-up to adjust the image map.
Click on the site you require and click the Green Button on the left screen to select and proceed.
The below view will display “unnamed site” without an exact address.
Edit Journey – Adding a Departure or Destination (2) Using Select Site
Click the “select site” button marked red.
An option of your loaded sites will appear. We will click Montana Site as an example.
Select from your saved sites you want to visit.
The below view will Display. Add the dates and time then proceed to the “Estimation”.
Edit Journey – Adding an “Estimation”
Place values required. The “ Add Journey Leg “ Button will change to blue indicating click and proceed.
Note: If the button remains grey, review all fields and ensure no required information is missing.
When you click the “Add Journey Leg” Button, will take you to the journey editing page.
Edit Journey – Adding External Factors
Click the ‘+’ button on the right side of the screen to add external factors. A pop-up will appear.
Click the ‘Add External Factor’ button to proceed.
This view will display after the completion of the External Factors.
Edit Journey – Adding Deviations
Click on the icon on the right side of the screen marked in red.
A pop-up shown in next slide display.
Type inside the boxes. Start with the Deviation then end with the “Reason for deviation”.
Once completed to fill in the boxes, the “Request Deviation” button will change to blue. Click the button to proceed.
Do not forget to click the small box at the bottom left of the page.
Edit Journey – Deviation Approval
The Journey approver has an option to decide whether to Approve or Decline the Deviation.
The below image Display provides the option after adding the deviations.
A pop-up will appear verifying if the approval is needed before the deviation is approved just as shown in the next slide.
Click “Yes” to approve the Journey or click “cancel” if you do not want to approve journey.
After the Deviation was Approved, This Display will be shown.
Approving the Journey – JMP Approver
At this stage, the driver and interested parties will receive emails for journey request.
The email leads the driver to do the checklist. The driver needs to complete the checklist.
Once everything is in place, and Vehicle Checklist is signed and approved, the Creator now to select the marked arrow on for approval.
Note: Any non-conformance raised from the checklist will cause the Journey to be halted, until the non – conformance was rectified.
The below pop-up will appear allowing the Journey Approver to select the “Check Validation” button to proceed.
The Validation Display will show as Displayed in the next slide
Once done checking (confirming trip details), select the “X” Button marked red to take you back.
Once back to the approval display, it would have changed to the below image.
A blue line will be under “Approve” to indicate approval.
The following Details would have emerged after checking validation.
Tick the boxes. Boxes with red exclamation marks are compulsory to tick. Failure to tick, is non-conformances to be closed first.
Click inside the small boxes to tick. Once ticked, the box changes to blue.
Below image a commenting section will display.
Click inside the box to type comments.
As you type, the box will change from red edge to blue.
Type a comment inside the box.
Once signed, click the “Submit” button to proceed. Once the button is clicked, a pop-up will appear on the top right side displaying “Journey Management Approved,” Once submitted it will take you back to the main page.
First-time signers will have the option to sign and save their signature for next-time usage if interested.
The Approve Stage will open as shown.
The Journey Approver to scroll down to the bottom to find this Display.
As indicated, the Driver did not sign the checklist. The red prohibiting symbol can only change after the driver signs their checklist. At this stage, the Approver to communicate with the driver to remind them to sign for the journey.
Note: The driver could refresh their Safety 360 App if still logged in after receiving the request or login back into the app to sign.
Approving the Journey- Drivers Dashboard
On the Drivers View, the driver to scroll down to the bottom and will find an option of Signing.
The driver to click the “Sign Now” button marked red on the bottom right corner.
Once the “Sign Now” button is clicked, a signature pop-up will appear for signing.
The driver to sign as illustrated in slide 62 and then click the “Submit” button to proceed.
Once the driver completes signing, a green pop-up will appear on the top right of the screen saying “Journey Management Acknowledged”.
After signing, this screen will appear showing the next stage the Driver needs to proceed too.
The driver to click the “En Route” arrow.
- Once the “En route” button is clicked, this page will display.
- The Driver to click start Journey if they are beginning their Journey.
- Options to show route and view journey are available.
Click here if you want to open google maps.
When the Driver clicks the green “Start Journey” button, the “Update journey status” pop-up will appear.
Driver to click inside the box and type the Odometer reading shown on the Vehicle.
Driver to click Accordingly for Departure, Arrival, Deviation and Completion of Journey.
Approving the Journey- JMP Approver
Once the Driver has signed and acknowledged his/her Journey, the below display will show on the JMP Approver side.
If still logged onto Safety 360 Elite, refresh the system (press F5) for the Driver Signature to show Green Ticks. If logged out, once logged back in, the Driver Signature would have changed to Green Ticks.
The JMP Approver to proceed on to next stage which is to complete the JMP.
Click the white ticks circled with blue background to complete. A pop-up in slide 73 will Display.
Type the Odometer readings from the vehicle used by the Driver and then click update.
Type Odometer readings inside the box.
At this stage, the Journey Creation is Completed and registered on System under Approved Journeys.
Conclusion
Utilizing the JMP feature on Safety 360 Elite aims to assist system users with reporting and keeping record of all trips that happened at your company.
Use this platform to report and keep track of Trips exceeding 150km.