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 & field Interfaces.
Session Time & 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 TemplatesTM3.3 – Compliance – Custom Forms
OH&S Checklists are designed to be a very quick and easy checklist that can be created for service technicians to fill in without going into the depth of information required for a Risk Template. These checklists could be used for filling out compliance checklists, service checklists or Health & Safety checklists.
For this training module we're going to log into the operational account for AroFlo (Not your site admin). Creating an OH&S Checklist can be done from within the main Compliance menu. Click on the "OH&S Checklists" button to begin.
Creating an OH&S Checklist
The first thing we need to do is create a category for our OH&S Checklist item. AroFlo tries to streamline things here by linking the checklist directly to the Category. However you can still have multiple sub-categories(checklist)
Now that we've got our training category we could if we wanted turn this category into a form by clicking on the "Add Checklist Item" button, but in this case we're going to create a sub category
Click on the training category on the left to bring up the options.
We can use the button to create a sub-category. The moment we do this we are unable to set our Training Category as a form any longer, but that's okay. We wanted this to act as a grouping category and not as a form. We're going to call this new category "OH&S Checklist".
Now that we've set up an infrastructure for our form we are ready to begin creating the checklist items.
Click on the OH&S Checklist category (on the left) and then click the button.
This will allow us to create our first checklist item for this checklist. This is the first thing that we want our technician to sign off on. There are three values we need to set here, a 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"
As mentioned earlier OH&S Checklists are designed to a simple and easy alternative to creating a Risk template, with this time mind we're not going to force the technician to complete a Risk matrix. They simply select from a drop down to set a Risk Level. For this training module we're going to set the risk level of this action as
We're now going to add in two more checklist items into our OH&S Checklist.
'Area is clear of fires or exposed live wires'
'Area is clear of obstructions or pitfalls'
We're going to set both of these checklist items to 'High'
Now that we've added our checklist items we're able to use the button to reorder our checklist items if we decide that the order needs to be changed. We can also use the 'Generate OHS Checklist' button to immediately generate a Checklist if we want to check our work so far. We can also set some of the requirements for completing this form using the Checklist Settings below our list.
Checklist Type – This is a legacy feature to allow auditing checklist items. This is not a setting you should need to change from standard.
Signature Required for Form Closure – This tickbox ensures that the OHS Checklist cannot be closed unless you have a signature registered against the form.
Asset Required for Form Closure – This tickbox 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 – This tick box indicates that this form is available to an AroFlo Contractor Login.
Send Edit Compliance Form Event Messages – This tickbox ensures that an event message is sent whenever a compliance form is edited.
Default Custom layout – Once we have completed our OHS Checklist we can develop a specific layout that this form should be displayed in.
Setting a risk level allows you to record how critical this particular checklist item is. This is merely an in-office function that is used for reporting. This information is not available to the field technician.
The fail action is one of the core features of the OHS Checklist and will allow you to set specific compliance forms that are required to be completed in the event that the checklist item has failed.
This allows us to set the compliance form we created in our previous training module to our checklist as the fail action. This will indicate that when you close the OH&S Checklist you will be automatically prompted to create this custom form. For this module we're going to link our training form to the second Checklist item 'Area is clear of fires or exposed live wires.'
The Linked Template function allows you to link your OHS Checklists to other forms (or even other checklists.) Unlike Fail Action this feature is used where the lnked form is a requirement for the completion of this checklist item. For instance, our third Checklist item 'Area is clear of obstructions or pitfalls.' We're going to add the 'Working with Heights' Risk Assessment we created in module 3.2.
Setting a Linked Template will simply put a link to the desired form under the checklist item (we will see this in play later in this module. One of the more important advantages to a Linked Template is that you're able to link to any kind of form in the system (Fail Actions can only be linked to custom forms.)
This concludes the setup of an OH&S Checklist form, we're now going to move into the field interface to discuss completion of a form. For this next stage we're going to need an open task within our task list that we can use to add the Checklist form.
Login to field.aroflo.com and open a test task from your scheduled page.
Completing a OH&S Checklist
OH&S Checklists are commonly added from the task sheet (although they can be created as standalone forms if required.) To create an OH&S check list we need to navigate down to the Forms section under the description.
We can now access our OH&S Checklists through the 'OHS Checklist' option at the top of the All forms list. This will take us out of the general forms list and only display the OH&S Checklist forms.
We can now see the Category we set up for our training forms. If we click on the 'Training' Category we should see our OH&S Checklist form.
We can now see that our OH&S Checklist is available to add onto our task.
We can now fill out our checklist items. At the top of the screen we have a Name/Incident field this will be automatically populated, but can easily be renamed if you need to a specific instance of this form to be easily found (outside of the linkage to the task.)
Under the 'Area is clear of obstructions or pitfalls' checklist item we can also see the link to our 'Working at heights' risk assessment form.
Because we have closed the job with our 'Area is clear of fires or exposed live wires' marked as a 'fail' we are going to be directed to a screen that will prompt the creation of our custom form.
We are now presented with our Failed items page which will detail what actions should occur on any checklist items that we have marked with a 'Fail' result.
Once we hit save we will be returned to our tasksheet, however it will have created the additional form(s) in the forms section. We can see these forms under Forms >> Task Forms. We simply need to click on the form name to go in and complete our 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.