Resource Center
Documentation center for Safety 360 Elite Modules, Downloads & Assets.
Manage Settings
V2.3 Guide
Introduction
This information guide will assist the user with managing Settings on Safety 360 Elite.
To manage Settings on the system, the following must be in place:
- Active Safety 360 Elite Full or Lite system
- Control user access
Only Control users can manage Settings.
The Settings process on Safety 360 Elite comprises of the following steps:
General Settings
Settings can be found on the left navigation pane towards the bottom of the scroller, under the Account tab as shown below.
Settings have the following tabs: General, Workspace, Company Info, Documents, Scope of Work, Checklist Answer Types, Root Cause Question Types and Non Conformance Form tabs.
Let’s look at each line item individually
General
On the General Tab you will find the following:
On the General Tab you will find the following: This is the bottom Part.
The following shows all headings on the General tab and their purpose.
Conclusion
- The General Settings are applicable across the entire system and affect all users.
- Turn function on or off by selecting the slider or click the blue box’s next to each header.
IMPORTANT:
Settings can only be managed by Control users. It is advised that the main control user set these parameters as part of the initial sett-up
Workspace
The hierarchical layout of Workspaces is as follow.
Region – This is the Top Level of Workspaces. Users can be linked to Regions, which will determine the Operations they can select when actioning system features.
Operation – The next level down allows you to link multiple Operations to Regions. These can be physical locations like offices, or operational levels like Sales/Marketing.
Inspection Area – The final level is what you would select to link a checklist/risk assessment/incident to a specific location.
Managing your companies’ Workspaces.
These are the data silos your system relies on, to know what goes where. This is a list of the workspaces that are set.
Click the plus icon shown above to add more Workspaces.
There are 3 levels
- Region (East Coast)
- Operation (Richards Bay)
- Inspection Area (Meer enSee)
Setting up Operations
Select a line item of one of your Workspace will open the Operations
The following screen will popup where you can add specific Operations by selecting the plus.
We added three Operations inside “East coast”: Durban, Margate and Richards Bay
We can now add Inspection areas to an Operation, select the line item marked red.
Setting up Inspection Areas.
Select the plus to add inspection areas to your Operations in Richards Bay
There are a few things that can be set at the Inspection area bar, it is circled in red.
There are 2 archived buttons
- The user will select the #1 button to archive the Operation.
- The user will select the #2 button to archive the Inspection area.
The pencil button is used to edit the Operation.
The user can add more Inspection areas by clicking the plus icon.
The user can edit the Inspection area when selecting the line item.
Select update after the Inspection Area has been updated.
Conclusion
Setting up regions and operations is important as documents and checklist etc. are linked to the region
Please make sure you are in the correct region as one region will not see documents created for another region
Employees making use of the mobile app will need to log in, in the correct region they are working in to be able to see documents
Business Registration and VAT numbers are optional.
Company Info
This page is for information on your company. This includes Logo and address for Letterhead, Business Registration and VAT Numbers.
Letterhead
All system completed documents will use the information provided under Company Info to create your letterhead.
Based on information from previous slide, completed documents for Affsaf Demo will look like this.
Conclusion
Company Info will form the base of your Letterhead that will be used by the system when generating PDF documents.
Please make sure the correct information is listed here.
Business Registration and VAT numbers are optional.
Company Documents
Documents allows you to add high level company documents to your systems Profile. This information is shared to all linked 360Community systems.
Here you can load: Workers Compensation, Public Liability and Specifications documents.
The following shows all headings on the Document tab and their purpose.
Conclusion
Company Documents, and their validity dates, get linked to your systems profile.
This profile is shared with linked 360Community systems.
Notifications cards under Notification Center can be created to automate reminder on expiring files.
Company Scopes of Work
The Scope of Work builds on your company’s profile by adding the types of work your company does.
These are classified under High / Medium / Low risk work.
Tick the block next to the scope of work to set your company scopes of work.
Remember to click SAVE once you have added applicable item.
The below table shows all High-Risk Scopes of Work available.
The below table shows all Medium-Risk Scopes of Work available.
The below table shows all Low-Risk Scopes of Work available.
Conclusion
Scopes of Work lists what your company does, to inform other Safety 360 Community members when a link has been authorized.
Scopes can be selected and removed by Control users.
Checklist Answer Types
Checklist Answer Types is where you can build custom Checklist Answers. By Default checklists answers can be either:
- Go / No-Go / Not Applicable / Observation
- In Place / Not in Place / Not Applicable / Observation
- Compliant / Not Compliant / Not Applicable / Observation
You will note they all have a Positive, Negative, Not Applicable and Observation option. Under Checklist Answer Types you can customize the wording around these 4 types by selecting the + button.
This will open the Add Custom Checklist Answer Types page. Here you can create your own custom wording for Checklist Answer Types.
Remember to save these by click “Add Custom Checklist Type”. You can select the line item to “Archive it”.
Conclusion
Any form of answers can be set by the control user, as long as it aligns with Positive/ observation/ Negative or Not Applicable
Scoring are done to establish the amount of compliance, depending on setup a high score can either indicate near compliance, or not near to compliance
Scopes can be selected and removed by Control users.
Root Cause Question Types
Here you can customize the Questions that will be asked when conducting a Root Cause Analysis (RCA) on Safety 360 Elite Non-Conformances.
You can click the + Icon show above the start building custom Root Cause Question Types.
Here you can customize the Questions that will be asked when conducting a Root Cause Analysis (RCA) on Safety 360 Elite Non-Conformances.
Remember to click “Confirm Questions” to save your custom answers.
Company Non Conformance Forms
Here you can customize the forms that should be answered when logging a general non conformance.
You can click the + Icon shown above then add already built forms which you need to select and click “Set selection”.
Conclusion
As default there will be no form to be completed when a Non-Conformance is raised.
Setting up a form will help in giving more clarity relating to the non-conformance.
Company Risk Assessment Custom Methodologies
Here you can customize the methodology used in the Risk Assessment.
You can click the + Icon, to start creating a new Custom Risk assessment Methodology.
- Add the type of “Methodology” as shown
- Add the name “Description” of the Methodology
Once created, open the overview page , here you can select the line item to do more customization.
Here you can change the Scoring descriptions
Select the small pen next to each description to edit it to your needs.
NB. The scoring (calculation), however, will remain the same.
For more detail relating to scoring please follow the Risk Assessment guide.
Rules and Troubleshooting
Only Control users can manage Settings.
Settings applies to ALL users and is system wide.
Any documents loaded to Documents in Settings will be shared with linked 360Community systems.
Settings Overview
Conclusion
Settings allows you to control system wide rules. Here you can also create data silos through Workspaces.