Electronically Sign Personnel Daily Report Made Easy

Electronically sign personnel daily report

hi everybody thank you for joining us today we are here for a 30 minute expert series centered around better safety management with electronic forms and reporting using bTW and form so today we have myself Eliza Holtzman I'm the product manager for b2w and form here at b2w software I also have Jeremy Oh misko our program manager of b2w and form joins joining us as well today and he'll be going through a bit of the product once I get through some of these slides here and talking about some specific examples Laura you're going to be looking at safety protocols and improving those four different main steps to do so and then we will take a look inside vgw inform at specific forms and reports relating to code 19 data capture talking about what we're seeing in the current environment and I do hope that everybody is staying safe it's a pretty interesting and surreal time out there so hope you all are well alright let's get started so obviously we're here today to talk about really first and foremost keeping people safe and we're going to be doing that by going through or talking through some of these four best practices for minimizing risk on job sites when it comes to safety and the current sort of environment that we are in at the moment so and then you can see here on the right these are a little bit of a sneak preview of the different types of things we'll be looking at in the product in just a little bit here so education it's important to talk to employees about recommendations and procedures outlined by the CDC OSHA and other official organizations I know some states like Massachusetts do you have some official guidelines they've out but it's it's good to make sure that everybody kind of has that knowledge on the jobsite making sure they know you know what are the best prevention tactics and good hygiene practices that everybody should be following not only on the jobsite but outside of the jobsite as well talking about koban 19 symptoms issuing and hopeful materials and how to's especially electronically very important so that people can access these this type of information from their own devices and not having to hand things out physically as we're trying to practice you know social distancing so prevention asking employees and any other people that are directly involved with the jobsite daily questions preventing anybody who may have been exposed site and ensuring that social distancing protocols are being followed to the best of everybody's ability being able to provide people with the equipment they need to follow those best practices is pretty imperative personal protective equipment obviously being a huge one here not sharing that there are some other things additional protocols that can be put in place such as not sharing hand tools for the day or operators only using the same piece of equipment for that day to try and minimize sharing things etc providing providing disinfectant important supplies in order to wipe down surfaces tools and equipment and then access to information and tools so being able to access electronic forms of electronic documents as we had previously mentioned from an employee's personal smart device or perhaps maybe a foreman will sign off on a number of different things on behalf of certain employees so that they're not passing around around one device during this time and then being able to respond to anything that comes out of that record so any employees who are sick or displaying symptoms being able to respond proactively and beneficially to that and then anything that might be amiss on the job site that has been identified that should be addressed immediately so kind of keeping these four things in mind as we go through this environment that you know and it's currently very rapidly changing landscape and being able to be a little bit more proactive around the reaction of that changing environment so what we're going to do now is we're going to jump into the product and Jeremy's gonna take over from here and go through a number of different examples we are seeing some of our clients using v2 W in form for this type of data capture and we've put together some examples to show what that could look like as well so Thank You Jeremy full of BTW informal so what I have here for you is what allies already kind of alluded to which is a couple of examples of how we're seeing our current inform clients utilized B to be informed for collecting data around adherence to safe work practices performing safety checklists educational forum tracking that sort of thing so I am logged in here to one of our demo environments I've got a little bit of data to show you here and I'm just going to quickly navigate down and we're going to start with the orts because that's that's really where the the power in this type of an application comes from because this allows us to get a unified view and a single look if you will it and all sorts of activities that are occurring in the field and all sorts of information is coming back from those forms in the field so what I've got here for you is an example of what a Koba 19 safety checklist daily report could look like so what I've done here is I've put together a little bit of data to simulate a couple of different jobs that an organization may have running on on a regular schedule here so we've got a few different foremen I've got a foreman that's running a general solvent bridge expansion project we've got a parking lot construction and some d-o-t improvements that are occurring here so again this is a an example of a daily report and the idea is that this could be a report that's scheduled to be emailed on a daily interval to any number of individuals whether those are individuals within your organization or even maybe subs or other clients external of your organization utility inform supports the delivery of this report or data to those individuals so just a quick look here to kind of give us a a heads-up view if you will of what the safety checklist looks like and then where there's some information you can see that in the new parking lot construction job I've simulated a piece of data that that may hurt my interests of sleep and it's something I don't want to drill down to and explore even further so if I come down here and take a look at Parker West his daily safety checklist form I'll just click on the link here embed it directly not report this is gonna open a new tab in my window and and this is gonna return to me that that daily safety checklist that that individual had completed so kind of behind the scenes we we wrote a little bit of logic into this report such that any value of no selected for any one of these given areas in this particular checklist is going to return to me that that fail flag if you will in that report so so we can see here is that it's it's the station question here whether or not they're supplied was so paper towels and a trash receptacle so that simple value no being selected here is going to trigger again that flag in my report it's nice here too because I can continue to drill down into the form and go be honest with the reports presenting to me so I can see some maybe notes or other comments that was added by Park the West here and in this case you know just the simulation would be something like maybe missing paper towels so we can see that we're able to have Parker capture some notes for us perhaps he even take a few photos we have those embedded into the form and then we're gonna be capturing electronic signature as always with a date time and NGO location stamp so this helps to to pull together and organize any number of these daily safety checklist because again they could be completed across multiple jobs and if I'm working through each one of my jobs and I'm I'm working to make sure that I'm adhering to safe work practices and that we are having these safety checklist completed on a regular schedule a single report would be a very effective way to go ahead and do that so now I'm going to transition to and if there are any questions so there is a questions feature built into this webinar tool so if you have any questions along the way Eliza's kind of monitoring those for me please feel free to just type them in and we can answer them in real time we also have up a little bit of time scheduled towards the end of the webinar okay so the next report I'm going to show you is the second one I have here in this list called The Cove in nineteen safety summary report so again what we're we're looking at doing is is providing you our attendees and you know individuals that are responsible for maybe managing projects responsible for ensuring safety of personnel and crew providing you the tools that that you need to be able to be successful in your job and your role there so a report again is another really great way to organize all the stated to provide you eight a single unified look into your daily operations so the safety summary report here is is actually doing two different things it's looking at two templates so I have a subcontractor certification of Koba 19 safety protocols so you can see that first in my report that great background and then I've got a toolbox top form so there's two different templates come together and can be presented here in a single report and again this would be an example of a report that we could set up and we could have it scheduled for maybe a weekly delivery so you can see that there's a little comment at the top saying that this is a look at all the forms completed in the current week and if there were again a particular form that I wanted to drill down into and gather a little bit more information about again always embedding these hyperlinks in these reports so it makes it very easy to come in and find any one of these particular forms and we can see where we've got either employees that have been present for one of its open nights and safety protocol certifications and you can see who's responsible for running these and then moving down further the toolbox talk form so toolbox talk being a very common use case in bTW inform affect all of our informed clients are running some some version of a toolbox talk or daily safety stand up using this product so what would have here is just an example for you of how we're gonna be capturing information wherever possible from the system's the things like the form name the top project name is a subgroups can be automatically Auto populated here but we can see that making an adjustment to a template to account for a new type of toolbox talk topic is a very straightforward process and in fact I've got one of those new embedded files here so we can just simply click on this link I can choose to open this file and now I have this new content available for me immediately on either my my PC in this case I'm running off of a laptop or this could be on your your smartphone or your tablet so it's nice to be able to take that content in bed that directly into the form and then tie that back to any number of individuals that were in attendance on that particular job site and traditionally we're looking to capture electronic signatures for crew in attendance for a particular tool box form although given some of the current limitations and considerations with social distancing and limiting of sharing when it comes to technological devices such as tablets as Eliza talked about earlier we're going to be capturing just simply the form and signature here in this particular template and we're gonna be omitting the selection of those attendees and instead selecting their names from a drop-down list and that's the attendee section you see on the first page so again the ability to pull together information from different templates to be able to look at it from a single location is really the point that I want to kind of drive home here this particular report example in the ease at which it provides you the access to the data so I think at this time I'm gonna believe it this with respect to kind of the demonstrations and examples and see if there's any questions out there in the audience for anything that someone may want to see or what maybe the process looks like for updating a template that sort of thing how would you create an alert if something on my equipment or my job site inspection didn't fail okay so let's talk about alerts then just for a quick second so if we want to think about maybe the safety checklist I'll just show you what that template looks like here quickly so if we look at the design of the template here we can see that each one of the questions being asked is its own standalone component and if I open up each one of these components here I can see that each component supports a unique name so this is the name that's tied to that component in the database so if there were any sort of conditions that you wanted to evaluate to generate a text message or an email or real-time we could leverage the fact that we have these independent components and we can build a alert to drive off of a response that's be selective for one of these particular components so I'll just quickly give the you a sneak peek it happen we throw those types of alerts so this is the create new alert wizard so we might just punching a name here like alert number one we're just kind of kind of work through the criteria here for developing this alert so we're gonna come down and we'll just simply select our daily safety checklist and what I can now do is build out the criteria for my alert so you can see that I took a little bit of extra effort here to put together all of the different sections and then organize the unique name so they're gonna be meaningful for me should I want to build an alert so for example my building entry section I've got three different questions so it is possible for me to come in here to very quickly and just add a few simple rules so if I wanted to have an alert generated anytime there was a value no selected for any of my questions relating to building entry all right so that's my or operator this is going to be the way that I want to set up that alert and then the rest of the alert here is really straightforward it's simply selecting any number of recipients so this could be specific individuals so I could analyze it here as an in-form user it could go to an entire group maybe it goes to my HR user group I can specify again if I want to send an email and/or text message so if we have cell phone numbers attached to individual users accounts in the system we can go ahead and dispatch a text message in real time but importantly we also can share this information with external recipients by email and/or SMS as well so if you do have maybe a partner within a different organization or you've got clients that you'd like to share information with it is possible and quite common to share that with external recipients using these two fields right here and then finally we can add some kind of a notification text in here so we can find some text like maybe a failure for section on building entry I could choose this option in the bottom here to include a copy of this forms of PDF and that email will have that attached to it and then here's just a quick sneak peek at what these emails and/or text messages so with just a few quick clicks there and in about 30 seconds worth of effort we can develop and design all these custom alerts to set off all sorts of notifications in real time whenever our data secretary you have another question so is there a way to roll up the data into a reportable form across the organization is there a dashboard capability for example can i know at 10 a.m. how many 50 crews have completed their Jha yes absolutely a couple different ways that you go about doing that you could work through and set up a dashboard for example so I've got a couple of examples of dashboards here so the second inspection dashboard is is a good one to this kind of start with and be able to show you what some of the data visualizations would look like but the the options are are several here we could think about scheduling a report at 10 a.m. every day such that that report includes data that was collected and completed on that morning it could include data as far back as the previous seven days whatever it may be those filters are very easy to set up and then that report schedule will will follow those filters and dispatch that that data another option would be to set up a dashboard report kind of like we have here and these are really useful for me heads up you especially if you're working through sharing data maybe it's a zoom type call and got multiple people from multiple locations and you're all on teleconference together it's good that everyone can be looking at a unified view and dashboards are really helpful in that regard so we have options in terms of adding some dynamic filters so if there was a particular job or a project that we are interested in seeing you're gonna see the data is gonna refresh here real-time so we could add a time component filter into this type of a dashboard report to tell me exactly that which is across all the different jobs that I have running right now between the hours of let's say 5 and 10 a.m. who completed J AJ's and what are we missing data or where do we maybe have incomplete data such as a form that's still in a draft state or or some other sort of definition for incomplete so we have a pretty similar question that came in as well is there a way to see if the safety report is missing such as a link to labor charge for to a job work women hours charged trigger required form filled out so this would flag reforms missing so there are ways that we can you if a form is missing it was supposed to be filled out so we have that full box top dashboard a report that we could show okay so to do that I'm just going to pop into our reporting manager here really quickly so this is what we think of as a submit allor an exclusionary type of report so I'm just going to run this it's a slightly different view here because I'm working in the reporting manager but what we're doing here is kind of behind the scenes we're joining all of our employees that come from our track database and we're matching those employees up with the data that we have in bgw in form so that we can see and in this example we're looking at a few over the course of a twelvemonth period we can see where we have forms being completed and being submitted and where we're missing form data from specific individuals so just a little bit of conditional formatting here we're highlighting any given month where a tool box talk was submitted by four individuals that we're looking at so that we can quickly identify those months where we have not hit that sort of metric if you will for the completion toolbox talks so that's the the closest as an example that I have right now to share with you that type of a question but there's a couple other things that we could think about exploring in terms of scheduling reports and looking at some exclusionary filters for the data and those reports so a good question one more hour pass/fail reports communicated through the platform yeah notification or email text notification which is essentially what we talked about just a little bit ago so if there are any type of forms that are filled out that do have that sort of pass/fail that you are I'm assuming you would want someone to get a notification if something failed for examples so based on the alert that Jeremy had just walked through more selection of whatever individuals or groups of people you would want to get that notification could get that either via email text or within the application itself in our little notifications pop over here and that would be within me the application itself so yes one more question trickling in here so when all employees have to have the app or is there a way for the foremen to turn in reports for employees so that's where we talked about a little bit earlier what I was giving you an example that toolbox talk which is in in the traditional sense we were used to seeing the employees at their electronic signatures as part of their attendance so think of this is like an attendance sheet if you will for or attending given the the limitations again with sharing of devices and that sort of thing and social distancing we are just simply seeing that the foremen are basically signing off that the individuals were in attendance so if I just open up one of those forms the subcontractor certification is another good example there where we were not actually soliciting signatures of every individual but the foreman who's completing this form is able to select the individuals that are present on that job site because those those names and those employees are being fed to us from your track database so they're available in real time to select when filling out a form and bTW in form but and then and then we have in this case a certification sort of statement that we're having the deform in adhere to which is which you can see here on the screen basically indicating that that they have spoken with the employees listed above which is already been captured and that they've performed a number of tasks or they've had their temperature taken or whatever it may be so all that language is is highly customizable and in a lot of different ways that you can kind of work that into a single form for for accountability if you did want individual employees signing off on individual forms for example maybe giving them access to different types of educational resources forms can also be filled out on the phone so if anybody had a device and their username then they could go in and sign off on any forms you would want them to individually as well so a number of different options there we do have one more question that just came in can reports be set up based on percentage of compliance for a given item / observation being examined absolutely I've got another sort of example here for you we got workplace scoresheet so I think this is what the question is getting at is if we can design templates and and then ultimately have reports foetus that data for scores if you will or percent of completion if you will of any given session in a particular type of form so the probe in nineteen safety checklist that I'd shown earlier had a number of radio buttons for capturing yes/no n/a sort of responses but it's also possible to capture responses that are numeric and to be able to perform certain types of calculations in real time in the form itself well for anybody who's actually working through and filling this out so we can see that if I just kind of tick through a couple of the radio buttons here that we're gonna see a workplace total score be evaluated but also in the report there's a lot more control over what you can do with computations with grouping of values being selected or inputted if you will for any particular section so that yes you could put together a report that would show you maybe a certain tier of compliance or percentage of completion for any given section in a particular type of form okay so I think that might be band of the questions there so we're just one minute over our half hour mark and if there are any other questions or maybe something that comes to mind after the fact here please feel free to reach out to us Eliza and I are working very diligently here and doing as much as we can remotely but we'd be happy to speak with unions there any additional questions that you may have so thank you for taking the time this afternoon to meet with us here and I'll leave with that hope everybody stays safe during this time thank you