Module Synopsis: This Module is designed to instruct you on how to create and use OH&S Checklists. At the completion of this module you will be able to:
- Create an OH&S Checklist
- Add an OH&S Checklist Item onto a Task
- Complete the checklist in both Office and Field Interfaces.
Session Time and Resources: This training session should take no longer than 1 hour. This training session is designed for 1 to 3 staff members in management and OH&S positions.
- TM3.2 – Compliance – Risk Templates
- TM3.3 – Compliance – Custom Forms
What are OH&S Checklists?
OH&S Checklists are designed to be quick and easy checklists that can be created for service technicians, without going into as much detail as using a Risk Template.
These checklists could be used for filling out compliance checklists, service checklists or Health & Safety checklists.
Creating an OH&S Checklist
Click Compliance > OHS Checklists. The following window opens:
Add a category
Categories are used to organise your OHS Checklists and make it easier for users to find the list they need. You can create as many categories as you need, including sub-categories.
To add a new category:
- On the Categories tab, click (Add a new OHS Checklist Category).
- Enter the category name. We're going to call this Category 'Training'.
Rather than adding a checklist item from here, we'll create a sub category. Click on the (add icon) and enter 'OH&S Checklist'. Click Save.
You'll notice we no longer have the option of adding a checklist from the main 'Training' category.
Add Checklist Items
Once you have a category, you can now select Add Checklist Item
There are three values that need to be set: a Checklist Item Name, Risk Level and Fail Action.
For this training module we're going to call this first checklist item 'Job Area safe to commence work'.
Select High for the Risk Level
For the purpose of this exercise we won't set a Fail Action.
Check the below table for info on each field
Checklist Item Name
Name of the Checklist Item
Set the initial Risk Level for the Checklist Item. This is an in-office function that is used for reporting and is not available to the field technician.
Set a specific Compliance Form that is required to be completed in the event that the checklist item has failed.
|Linked Template||Allows you to link your OHS Checklists to other forms (or even other checklists). Unlike Fail Action, this feature is used where the linked form is a requirement for the completion of this checklist item.|
- Add two more checklist items so that your table looks like this:
Reorder the checklist items if you need to by using (arrow button) and dragging up or down. Delete an item if you need to by clicking on the cross .
Click Print View to see what your form looks like so far.
Additional settings can be applied for completing this form using the Checklist Settings
This is a legacy feature to allow auditing checklist items. This is not a setting you should need to change from standard.
|Form Closure required for Task Completion||Ensures that the form needs be completed before the task that it's been created from can be closed. It ensures that you don't have still open forms on closed tasks.|
|Signature Required for Form Closure||Ensures that the OH&S Checklist cannot be closed unless you have a signature registered against the form.|
|Asset Required for Form Closure||Ensures that the OHS Checklist cannot be closed unless there is an asset assigned. This is great for asset-specific compliance forms, as it prevents users creating the form against the task, rather than the asset.|
|Contractor Access||Indicates that this form is available to an AroFlo Contractor Login.|
|Send Edit Compliance Form Event Messages||Ensures that an event message is sent whenever a compliance form is edited.|
|Default Custom Layout||Once we have completed our OH&S Checklist, we can create a specific layout that this form should be displayed in.|
Click Save Checklist Items.
Linking a Fail Action
Let's link the compliance form we created in our previous module to a Fail Action. For the field 'Area is clear of fires or exposed live wires', go to the 'Fail Action' dropdown and select 'Training Form'. This means that when you close the OH&S Checklist you will be automatically prompted to use this custom form.
Using a Linked Template
Setting a Linked Template will put a link to the desired form under the checklist item. Linked Templates can link to any kind of form in the system, whereas Fail Actions can only be linked to custom forms.
For the 'Linked Template' dropdown for 'Area is clear of obstructions or pitfalls', let's add the 'Working with Heights' Risk Assessment we created in module 3.2.
Remember to Save.
This concludes the setup of an OH&S Checklist form. Now we'll move into the field interface to view completion of a form.
Login to field.aroflo.com and open a test task from your scheduled page.
Completing an OH&S Checklist from Field
OH&S Checklists are usually added from the task sheet, although they can be created as standalone forms if required. To create an OH&S checklist, scroll down and click Forms.
This will take us into the Spec Forms tab. Forms that are specific to this type of work will display here. We haven't linked our OH&S form to this task type so click on All Forms to select our OH&S Checklist form.
Click OHS Checklist which will navigate away from the general forms list and only display the OH&S Checklist forms.
Our 'Training' category will display. Click this one to display our created OH&S Checklist form.
Click on OH&S Checklist to add this to the task.
We can now fill out our checklist items. The Name/Incident field will be automatically populated but can be renamed if need be.
If your Client has Assets linked to it, you can specify which asset this OH&S Checklist will be created against using the Asset dropdown.
We are also able to specify a Pass, Fail or N/A result for our checklist items.
For this training module we're going to select 'Fail' for 'Job Area safe to commence work'.
For this example, let's assume that there are live wires on the job site which would make it unsafe to commence work. This leads into our second Checklist Item.
'Area is clear of fires or exposed live wires' is also going to be marked as 'Fail'. This will prompt the creation of our custom form as per our setup. Once we close our OH&S Checklist we will be prompted to create our custom form.
Under the 'Area is clear of obstructions or pitfalls' checklist item, you'll see the link to our 'Working with Heights' risk assessment form.
Click the link to complete the risk assessment. As we've filled out the Risk Assessment, we're going to assume that the answer to this checklist item is going to be 'Pass'.
At this stage, you can capture a signature by clicking 'Capture Signature', or you can set the status of the job as 'Closed' and Save.
Because we closed the job with 'Area is clear of fires or exposed live wires' marked as 'Fail', we'll be prompted to create our custom form.
The Failed Items page will detail what actions should occur on any checklist items that we marked as a 'Fail'.
We can now leave a note against these checklist items and also create a form under the Create Task option if need be.
Note that the 'Area is clear of fires or exposed live wires' section has already been pre-filled in with our Training Form custom form. This is because we specified that this was the correct action for a failure of this checklist item.
Once you Save, you'll return to the tasksheet, however, the additional form(s) will be linked. To view, click Forms > Task Forms. Click on the form name to go in and complete the form.
This concludes this Training module. If you have any further questions or queries, please don't hesitate to contact your training consultant or the support line.