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Module Synopsis: This Module is designed to instruct you on how to create and use JSA Forms within AroFlo. At the completion of this module you will be able to

  • Create a new JSA template
  • Use the Template to add a form onto a task
  • Complete the form in both office & field Interfaces.

Audience: Staff members in management and OH&S positions.

Module Requirements This training module will require access to the Site Administrator account.

Risk Template Compliance Forms
Compliance forms are used in the field to assess the risks and possible dangers of a work site. There are insurance and work safety ramifications to ensuring that your forms are correct and utilized properly.
There are no industrial standard for compliance forms as the requirements of such a form varies greatly from field to field and from job to job. It is the responsibility of each company to ensure that their compliance documents suits their needs. This module is NOT designed to teach you what should be on your forms, it is merely designed to show you how to build compliance forms once you have already determined what needs to be on them.

Setting up a JSA Template Before your field staff can fill out their forms, we need to create the JSA Template. This template determines what information is going to be on your form. This template needs to be created from your Site Administrator account. In the navigation on the left hand side you will see a section for compliance.


Clicking on the 'Risk Templates' Button will take us into our JSA setup screen. Before we can create a JSA template we need to create some categories. These categories will be used to break our various forms up into meaningful groups and make the templates easier to find for your field technicians.



We're going to add a new category called 'Training'. Click on the 'Add Category' button to continue. Now that we've got our category we can now create a Task/Procedure. These are the real world tasks that need to be completed.
For this training module we're going to create a JSA for 'Working at heights'



Click on the 'Add Task/Procedure' button to name your task.



We're going to simply call this new form
'Working with Heights'

 

Click save to confirm. This will add our newly created task/procedure into our list.

There are some additional settings that can now be set against our JSA now that it's been created.

Close Required – This tick box ensures that this form needs to be closed before the task that this form has been linked to can be marked as completed.
Signature Required this tick box indicates that a signature must be obtained for this form before the form can be marked as completed.
Contractor Access – Ticking this box indicates that you want this form to be available to a contractor login.
Default Custom Layout – This dropdown box will determine which custom layout is used by default for the printable version of this JSA.

We can now click on the button on the left hand side of the list to define what activities are associated with that task.



Activities
We're now going to determine the various risks and factors that go into our task. This will allow us to determine which factors of the job could cause injury and thus need to be covered in our risk assessment.
Click on the 'Add Activity' Button to add our first activity. We're going to use the below information and create three entries for this Task/Procedure. This process breaks our task up into the individual steps required to complete the work and allows us to identify which parts exactly could present risk.

'Installation of Ladder''Working at Heights''Removal of Ladder'



If we've made a mistake or spelling error we can click on the Activity to change our data entry. There is a icon on the right hand side of the entry that will allow you to delete an activity you no longer need.

Risks
Now that we've broken our process up into smaller parts, we're now going to identify each specific risk for that step. For instance for our 'Installation of ladder' process we could identify that there is a potential risk of back injury for moving the ladder from the truck to the site. Click on the arrow next to 'Installation of Ladder' to allow us to enter the risk.



We're going to click on the 'Add Risk' button to add in our risk.



For this Training module we're going to use the below information.

'Back Injury'

This process would repeat for any and all risks during this type of work. For instance we might also create a second risk of being hit by falling tiles or guttering when placing the ladder. Once we've populated all our potential risk we now need to define our controls for this risk. This Control is how we're going to manage and minimise that risk.

Risk Level
Now that we've got our Risks defined we can now set a risk level. This risk level helps us determine the likelihood and seriousness of this risk occurring on a work site. We can click on the button to set this risk level.



We can use the Risk Matrix to determine what this risk level should be. We simply determine the severity of the risk. The severity is used to determine how serious this risk would be to staff. Simply determine using the severity scale which is the most likely outcome of this risk using the chart below. Once you have determined the severity of the risk you now need to determine how likely this risk is to occur using the Frequency column below. Once you have determined your Severity and Frequency look at the number corresponding on the table. This value is now your Risk Level.



For instance for our back injury risk, we can determine that the risk is 'Moderately Serious' and that the Frequency is 'Known to have happened before'. This gives us a Risk Level of 6.
Click on the number to set your Risk level and then click on the save button at the bottom of the risk to confirm your Risk Level.



Controls
Now that we have our Risk Level we're able to determine what control methods we're going to put into place to manage this risk. For instance, to manage back injury due to lifting we could ensure that all staff members have been instructed on proper lifting methods. Click on the button to open the controls. We can now click on the 'Add Control' Button to create our new control.

'Follow correct manual lifting procedure'



Checklists

Once we've got our Controls entered we can now create a series of checklists to be followed by our field staff to ensure that the correct controls are employed. These checklists are the only thing that our field worker will be able to see from their mobile device so it's important that the terminology of the checklist details exactly what the employee is agreeing to.

A good checklist includes elements of the control, Risk and Activity to make it absolutely sure that the employee knows not only what they're doing, but why they're doing it. For instance using our above example a good checklist value would be.

'Follow correct manual lifting procedure to prevent back injury during installation of ladder'

While this might seem like a mouthful remember that this is only thing that your employee will be able to see on their mobile device.



This process will repeat until you have identified all the Risks, Controls and Checklists for the remaining activities for our task. (Working at Heights, Removal of Ladder).

If we click on the edit button for our checklist we're able to set some of the features of this checklist.



Fail Action – in the event that the checklist is marked as 'failed' AroFlo can be instructed to perform several actions

  • Generate Email – an Email can be configured to be sent indicating failure of this checklist item. The email that this functionality uses can be set in the 'Escalations' section under Compliance Settings
  • Generate Form – This option will allow for the creation of another type of Form upon the failure of this form. This functionality will be duplicated for each form that you link to this one.

N/A Action – This functionality is identical to the functionality of Fail Action.
Linked Compliance Form – this functionality will allow you to link another compliance form to this one. It is important to note that this form does not need to be a risk template, but could also be a custom form as well.
Enforce – This option ensures that the linked form MUST be added into the form. This is used for a more complex structure where multiple forms must be completed for the compliance requirement to be fulfilled.
Linked Documents – This feature will allow you to link documents to the compliance form. These documents will usually be related to the compliance form (For example a Safe Work Method Statement (SWMS) form)
Click Save to confirm your settings. This training module is not going to go through setting up each of our Risks. However if this were a real compliance form we would need to repeat the process so that each of our Activities have Risks and those Risks have Controls and the Controls have a checklist for the field staff to complete.

Using our Compliance Form in the office

Now that we've created our compliance form template we're now able to use it on jobs. Log out of your Site Administrator and log in as your regular user. It is important to note that Compliance forms are linked to specific tasks. We're going to look at Adding Compliance forms from the office interface first, then we'll look at the mobile interface.

We're going to need a task in our ServiceTrack current list. You can create one now if you need to.



Once we're in the task sheet we're able to navigate into the 'Compliance Forms' tab to link our compliance form to this task.



We can see immediately that there are no compliance forms linked to this task already. We're able to use the 'Create Form' button to link our newly created 'Training Form' compliance form.



We can now determine what type of compliance form that we wish to add onto our task. We have three options here.
Risk Assessment (JSA) – this will allow the creation of an Ad-hoc Risk Assessment. We will discuss this option in more detail later in the module. This feature is more commonly accessed from the field interface to handle unusual or uncommon compliance situations.
Risk Assessment – This will allow us to access our compliance form templates.
OHS Checklist – This will allow us to access OHS Checklists. This feature will be discussed in training module 2.2 – OHS Checklists.

Accessing your JSA Template
To access the template that we've just created we'll need to click on the Risk templates button.



From here we can see our categories that we created. Click on our Training category and we can see our 'Working at Heights' template.



We have several options here.

Create JSA – This option will allow us to use the template we have created to add a compliance form onto our task.
View – This will give us a quick summary of what information is included in our JSA. This is useful if you have several JSA's of similar names to ensure that you actually add the right one. Once the form has been added to the task it cannot be removed.
Print View (JSA) – This option will display the Print view of the JSA as seen from the office interface.
Print View (Checklist) – This option will display a print sheet. This option is for where the field user is filling this in via pen and paper and not using the mobile interface.

For this training module we're going to click on the 'Create JSA' button.



We now have the opportunity to define some of the specifics of this form. We're able to give the form a specific name. (This will usually be supplied by the form name). We're also able to determine who this form is assigned to. This can be useful for notification of management that the form has been completed. We are also able to link this form to an asset.

This information is mostly for reporting purposes and is unlikely to ever need to be actively modified. For this training module we are not going to modify any of this information.

Click the Create form to now create this form.

Once the form has been created we're now able to view our form. This is how the form will look when being completed by office staff. We're able to modify the base data for the form again (linked asset, Reported Date, Contact, Phone) and we're now able to see the form Checklist.



Any checklist that has been completed will be displayed in the table here. You will note that as we didn't complete our training form we only have the one checklist here. We're now able to fill in our checklist to complete the form.

Doc – This is a link that will allow you to access any documents that have been linked to the checklist item.
Form – This is a link that will allow you to access any forms that have been linked to the checklist item.
Pass – Set this Checklist Item as Passed.
Fail – Set this Checklist Item a Failed.
N/A – Set this Checklist Item as N/A.
Checked by – Indicates who has competed this form. This information is provided by the logged in user account.
Note – This is an additional Notes field. This would be used for information relating to this specific instance of the compliance form.
Once we've set the form as either Pass, Fail or N/A we're now able to confirm that we're happy to complete this form.



Ticking the appropriate box above is a statement from your field staff that they agree with the forms checklists and will abide by them. Once this has been done we're now able to change the status of the compliance form to Closed. We are also able to delete the form via the status dropdown should this form have been created by accident. (This will only delete this specific instance of the form and not the form template.)



It is important to note that once the form has been closed it will NOT be able to be modified further. This is to protect the integrity of the information to prevent someone from modifying it later on should circumstances change.

Completing our Compliance form from the field
Perhaps one of the more useful ways of accessing your compliance forms is being able to do some from a mobile device. This will allow you to easily create and complete your compliance forms whilst in the field.

Log into field.aroflo.com and select a job. You may need to log into the office interface to create a new job for testing. You can if you like re-use the task we used for the office training (previously).

Now that you're in your field job sheet navigate to the middle of the sheet and you will find a section marked as



Click on this to access the forms for this task.

This will now allow you to select which type of form you wish to add onto the task.

Spec Forms – This list will filter the forms available to forms that have been marked as being specific to your needs. This is normally done when you're accessing the forms through an asset.
All Forms – This will display a full list of forms available.
Task Forms – This will show you forms that have already been linked to the task.

We're going to click into 'All Forms' to locate the Risk template that we created earlier.

We can now go into the Risk Templates folder to find the Risk template that we created.


Our template is located within the training category for Risk Templates.
Click on the Training button to go into that category.
As more categories and forms are created they will appear in this list.


We can now click on 'Working at Heights' to access our form.

We can now use the create button to actually create this form.

Now that the form has been created we can now begin to fill in our checklist items.

We can assign a value of 'Pass', 'Fail' or 'N/A' to the checklist. To the right hand side of the checklist answers there is an underlined E.

This functionality will allow you edit the form for THIS specific instance of the form. This is to allow the form to be modified by your field
staff to account for site specific issues that may not be covered by your Risk Template.

We can also use the 'Add Item' button to add new 'ad-hoc' checklist items to the form.
These items will only be added to this specific instance of the form.

 

 

IF we click on the 'RL' button we're able to set our residual risk level after we have applied the control measures.

The field technican has the same tools available as the office.
They are required to set a Severity and a frequency. This will determine the risk level.

 

 

Once all the checklist items have been completed and the risidual risk level has been determined at the base of the form
we're able to now save our answers.

The field technician can check that they either accept the risks or do not accept the risks using the options given.

Once they are finished with the form they are able to close the form indicating that they have finished work on it.
A Signature can also be captured to confirm acceptance of the form. This can be set as a requirement before the job can be closed.
Once the form has been completed the field staff member will be returned to the task sheet to begin work on the job.

 

 

Creating Assessments

It's not always possible to anticipate exactly what situations your field staff are going to encounter.
It's therefore possible that there isn't a form that is going to come even remotely close to what is required.

Your field staff have the ability to create an Assessment in the field and detail and complete the required fields.
This can be done from the Forms menu from within the field interface.


Navigate into All Forms and click on the 'Create Assessment'

This will create a new assessment.



Once the Assessment has been created you're able to modify some of the base data for the form. This includes the Name/Incident of the form or the date.

By default the name will always be the name of the task. Click Save to confirm once you've made any modifications.

Once the form has been created you're then able to add the individual items to the form.

 

Click on the 'Add Item' button at the base of the screen to add your first checklist item.

 

We're now able to fill in the various details as required. This follows the same format that we followed earlier in this module when we created our risk template.

We're required to set our Activity, the Risk for that activity and then the Control measure we're going to apply. Lastly we need to set the checklist for this activity.

We can also use the search functionality to allow us to pull other checklist items from your risk templates (This allows you to build an assessment from elements from your risk templates)

It is important to note that this is an Ad-hoc form and a template will not be created for later use.
This feature is designed to allow the field staff to quickly and easily get in and create custom forms for unusual (or unexpected) situations.

For this module we're going to use the below information.
Activity – 'Unloading of Heavy equipment from vehicle.' Risk – 'Risk of Back Injury.'Control – 'Follow Correct Lifting practices.' Checklist – 'Implement Correct Lifting practices to prevent back injury whilst unloading equipment from vehicle.'

Remember that it's important that your check list contain elements from the other fields. This is the primary field that will be displayed on both the print layout and on the mobile device.

It is also important to note that unlike a Risk Template an Assessment can only have ONE risk and Control per activity. You can however have as many Activities as you need.


Once the Activity has been added you will be able to see your checklist item in the list at the base of the form. You are now able to make the checklist as 'Pass', 'Fail' or 'N/A'

You are able to edit your activity by clicking on the blue underlined 'E'. This will take you back to the original data entry screens.

You can also click on the 'RL' button to now assign a Risk Level. This is assumed to be the Residual risk level after the control measures have been applied.

 

Once all the required activities have been completed on your form you're now able to scroll to the bottom of the form, mark acceptance of the form and close and save the form. Remember once the form has been closed you won't be able to re-open it. This prevents someone from tampering with the form after the job has been completed.

Once the form has been completed you will be directed back to your task to begin work.

 


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