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Safety Files Module Resources

Introduction

This information guide will assist the user with creating, managing/editing and using Safety 360 Elite Safety File Process.

To create and use a Safety File on the system the following must be in place:

  • Employees created on system and all Employee Documents loaded to their profiles
  • All company Documents including Policies, Procedures, Plans etc have been loaded to Safety 360 Elite File Manager

Only users with the role of Safety File Controller can be added to Safety File. Only users with role of Contractor Manager can receive files.

We will look at:

  1. Create Master File structure
  2. Populate File
  3. Self Audit or Share Internally
  4. Share Externally
  5. Reports

Safety Files

On the left navigation pane of Safety360 Elite you will find the Safety Files Icon. Click the icon to navigate to the main Safety Files dashboard. This is also where you find existing Safety Files once created.

Main Dashboard

On the Main Safety File Dashboard we have the following 4 Cards:

Step 1 - Creation

This information guide will assist the user with creating a Template / Master / Safety / Contractor

When building a new safety file, you can choose between 4 types of files:

  1. Template = Structure only
  2. Master = Structure + Content
  3. Safety File = Shareable copy of above
  4. Contractor File = File used for retrieval of contractor data

1 and 2 are for INTERNAL USE ONLY!! Does not leave your system. Is used for copying.

Here the user can also add the unique Safety File name, and also ability to copy from existing Template/Master files already built. Once the user clicks “Create” to file will be registered and saved under My Safety Files.

Once the user clicks “Create” the file will be ready for use and the user will be taken to the main Safety File Dashboard. These created files can be found under My Safety Files on the main Safet Files homescreen.

Any user on Safety 360 Elite with the hse role of Safety File controller can create Files on the system.

Files that have been created by mistake can be Archived on the main Safety File Dashboard under the Main Folder bar (Green Bar), by clicking the 3 dots and selecting: Archive Safety File.

This will send the file to the Archived File Register where it can be re-instated by Control user

Step 2 - Population

This information guide will assist the user with managing, editing, populating an existing File. Existing files can be found under My Safety Files on the main Safety Files page.

From here the user will see TABS for each of the 4 Safety File types (Templates / Master / Safety / Contractor) where they will see a CARD for each Safety File displaying file name, system of origin and audit status.

Users can click on the CARD to open file Dashboard:

Very important to remember that safety files are not accessible by anyone!

By default, only the creator of a file will have access. They must first share the file with other users (internally or externally) to gain access. The Collaborators list (under the Sharing TAB) will show everyone who has access.

If a users name appears on this list, they will have access (in one way or another based on permission)

If their name is not on the list, they wont have access. User access can be revoked by Creator by clicking on user entry and selecting REVOKE

Upon opening the Safety File by clicking on the relevant card, the user is taken to the Safety File Dashboard where they can managing, edit and populate the Safety File. For our demo today we will be using the Master File type called: Riaan Master #1

The Current folder (grey bar) will change depending on where you are, will display current folder

Name. Always have a look at your folder location before making changes and updates.

By clicking the 3 DOTS in the CURRENT FOLDER (Grey bar), the user will be given option to:

  1. New Folder  : Crate a new Folder / Sub-Folder
  2. Edit Folder  : Edit current folder
  3. Import from IMS  : Upload a document already on system (to avoid duplicates)
  4. Upload File  : Upload from your computer (creates duplicates)
  5. Audit History  : Shows the audit history of the file

When creating a New Folder the user will be tasked with entering Folder Name and Folder Type.

After the New Folder has been added, the dashboard will update to show New Folder and the user can click on the folder to open it up.

The user can then repeat the New Folder step to add a sub-folder and so on.

Once all the Folders and Sub-Folders have been created we can Populate the file with contents. These can either be documents already loaded to system (IMS) and document form outside the system. They are classified as : 1. Import form IMS & 2. Upload

  1. If the user is in the CURRENT folder where they want to load content, they can click the 3 DOTS and select: Import From IMS. This will open the File Explorer of Safety 360 Elite where the users can browse loaded document to be included in file. 

    *No duplicates can be imported from IMS, even in different folders/subfolders.



  2. If the user is in the CURRENT folder where they want to load content, they can click the 3 DOTS and select: Upload Files. This will open a box where the user can drag & drop files form their local device.

    *Date Range required for non system documents
    *Files can be added in bulk, they will have same date range
    *Only 1 from each other Folder Types can created (stored checklists can only go to 1 folder)


 

The population and content of Files can be continually monitored and managed through My Safety Files. 

Unnecessary and erroneous items can be removed from Files by collaborators with correct permissions.

Once the entire File has been created and populated, we can move to the Verification Phase. This will include Sharing the file with other users in your company as well as auditing the file.

These are optional items to enhance your Safety File experience on the system.

Step 3 - Verification

This information guide will assist the user auditing or verifying a File and its contents. Once all folders/subfolders have been created and all documents have been loaded either via Import from IMS or Upload Files, the user can proceeded to Verification phase (optional).

This phase can include Internal Sharing (within your company) and Auditing, either done by you or anyone from your company. If the user is ready to start and audit, they can click the Start Audit button in the bottom left of the main file dashboard. Audit reports can be viewed under Audits.

Once you have started an audit you will see the Audit Icon appear. This icon will be present on ALL folders / sub-folders / document. Clicking the Audit Icon will open the Audit selector:

This will show the current folder / file you are checking as well as audit history, if any exist.

Here users can select status for item they are auditing. (Passed / Failed / Ignored). Auditors can provide comments and recommendations in the comment box.

Through Auditing each folder / sub-folder and each file, the auditor is building both a roadmap for themselves as well as action plan for auditee to correct.

The primary goal of Safety 360 Elite Safety File Auditor is to ensure there is a audit status for EVERY FOLDERS & SUB FOLDER AS WELL AS EVERY DOCUMENT.

All findings and comments are available under the Audits TAB at the bottom of the main file dashboard.

Once the self assessment audit is complete, the file can be shared internally or sent to non-system users via external sharing.

Audits can also be re-assigned internally, meaning one user can send the send to audit to another users profile,

The Audit Report itself will open in a new tab in your browser. This will enable users to view the Report in one tab and manage the file for corrections in another.

Step 4 - Sharing

This information guide will assist the user with sharing Files both Externally and Internally

All File types on Safety 360 Elite Safety File feature are built around security and data integrity.

By default only the creator of a file can access it through My Safety Files. To all other users, including Control users, it will be hidden until permission to view/manage/edit has been given.

This permission is granted through the Sharing tab at the bottom of the main file dashboard:

Clicking the Sharing icon will open Safety File Collaborators list. These are people who have access to this file. There are 2 types of sharing: INTERNAL (via system) and EXTERNAL (via email).

INTERNAL (via system)

Users can select companies that have their own system, including their own. This also includes a Message box to give instructions.

These are followed by permissions that must be given to allow certain actions.

EXTERNAL (via email)

Users can input details of non-system person that can interact with the file. The permissions will allow certain actions.

Files that have been shared INTERNALLY are also available under the SHARED SAFETY FILE tab on the main Safety File homescreen.

 

2 VITAL RULES WHEN SHARING FILES:

  1. If the person you are sharing with has a Safety 360 Elite login, use INTERNAL SHARING. If the person you are sharing file with does not have Safety 360 Elite login, use EXTERNAL SHARING
  2. Once a file has been shared, its been shared. Sharing happens only once, from there files follow the Assign VS Return process.

There are some statuses that can be assigned to Files shared both INTERNALLY and EXTERNALLY.

  • Assigned  : The user that has this role is in charge, they can manage/edit/audit. Others cannot.
  • Creator  : The user that originally created file, by default only they have access.
  • Content  : Allows user to manage content (upload/remove).
  • Share  : Allows user to share the file with other parties.
  • Audit  : Allows user to audit the safety file, each user can have multiple audits.
  • View  : Allows person to see and access file and content.

If the person you are sharing with has a Safety 360 Elite login, use INTERNAL SHARING. If the person you are sharing file with does not have Safety 360 Elite login, use EXTERNAL SHARI

Safety File - Reports

Under the Left Navigation Pane there is a feature called Reports. Clicking the icon will open the Reports page if the user has the correct hse role (Reports Controller). If this role is not assigned, the user will not be able to use reports. The report tabs are colour coded for ease of use.

There are currently 3 types of Safety File Reports available on Safety 360 Elite:

  1. Files  : Reports on Number of files per safety file
  2. Audits  : Reports on File Audit Scores per Safety File
  3. Duration  : Reports on Time spent on Audits in days

These reports also include all the normal Reports filters that can be applied as needed:

  • Date range
  • Users
  • Contractors
  • Clients
  • Linked to Projects

By making use of the Safety 360 Elite Reports we can pull data for Files, Audits and Durations. Here users would apply the required filters (Date / users / regions / statuses / times)

Once you have applied filters (if any), click the Search icon.

Now the user will be show all the data that has passed through the filters.

All raw data can be extracted to csv for external use. The report displayed onscreen can also be exported to pdf by clicking the pdf icon.

Summary

PLEASE ENSURE, WHERE POSSIBLE, DOCUMENTS ARE LOADED TO SAFETY 360 ELITE FILE EXPLORER (IMS) AND IMPORTED FROM IMS TO AVOID DUPLICATES.

Using the Upload Files process should only be for file specific documents, meaning they wont be user anywhere else ever again….once and done. 

By using the File Explorer we can ensure all documents can be managed in one place to avoid duplication and confusion. This will also remind control users of expiring files that require attention.

Some rules to remember when dealing with Files (Template / Master / Safety / Contractor)

  1. Access to files must be given via sharing.
  2. Only Template and Master files can be copied.
  3. Templates and Master files cannot be shared externally.
  4. The preferred choice for file population is IMPORT FROM IMS.
  5. Only the assigned parties can make changes or audit file (if assigned role is not with you, you can only view)
  6. Only 1 assigned party at a time, check-in / check-out
  7. NO DUPLICATES on import of files or folders in a file, even if they are in other folders.
  8. Once Shared Internally files must be assigned & re-assigned, sharing happened only once.

Conclusion

Safety Files aims to assist system users with creating, maintaining and sharing safety files digitally.

Contractor files can be used to onboard suppliers and ensure compliance through auditing.

All data can be downloaded for easy external use and can be reported on through Safety 360 Elite Reports.

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