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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 and 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 utilised 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

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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. The template needs to be created from your Site Administrator account. Click on Settings. In the navigation on the left hand side, click Compliance.


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Click on Risk Templates to take you into the 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 'Add a new category' , type in the name and Save.

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 with Heights'.



Click Add Task/Procedure 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.



SettingDescription
Close RequiredThis 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 RequiredThis tick box indicates that a signature must be obtained for this form before the form can be marked as completed.
Contractor AccessTicking this box indicates that you want this form to be available to a contractor login.
Default Custom LayoutThis dropdown box will determine which custom layout is used by default for the printable version of this JSA.


We can now click on the (arrow) 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 need to be covered in our risk assessment.
Click Add Activity 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 exactly which parts could present a risk.

  • Installation of Ladder
  • Working at Heights
  • Removal of Ladder




You can click on the Activity to rename it, or click the (cross) on the right hand side if you no longer need the Activity.
You can reorder the Activities by using the (double ended arrow) to drag and drop.

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 example, 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.

Click Add Risk to add in our risk.

For this training module we're going to type '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 risks we now need to define our controls for this risk. This Control is how we're going to manage and minimise that risk.
Click Save Risk Templates to continue.

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 (zero) to set this risk level.

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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.


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 (arrow) to open the controls. We can now click Add Control to create our new control: 'Follow correct manual lifting procedure'.

Checklists

Now that you've entered your controls, it's time to create a series of checklists. These will be followed by field staff to ensure that the correct controls are used. These checklists are the only things that our field worker will see from their mobile device so it's important to use the right terminology in the checklist details.

Checklists should include elements of the control, Risk and Activity to make it clear that the employee knows not only what they're doing, but why they're doing it.
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 a little bit long, remember that this is only thing that your field staff will see on their mobile device.

Click (arrow) to Add Checklist.

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

Save Checklist Items




Click Edit to set some of the features of this checklist.



OptionDescription

Fail Action

N/A Action

In the event that the checklist is marked as 'Fail' or 'N/A', AroFlo can be instructed to:

  • Generate Email – You can configure an email 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.
Linked Compliance FormThis will allow you to link another compliance form to this one. This form does not need to be a risk template, but could be a custom form as well.
EnforceThis 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 DocumentsThis feature will allow you to link documents to the compliance form. These documents will usually be related to the compliance form (e.g. 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 field staff to complete.

Using our Compliance Form in the office

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Now that we've created our compliance form template, we can now use it on jobs. Log out of your Site Administrator and log into Office Site.

Note that Compliance forms are linked to specific tasks. We're going to look at adding Compliance forms from the office interface first before looking at the mobile interface.

Select a task from your ServiceTrack current list. You can create one now if you need to.


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Once you've clicked into a task, navigate to the 'Compliance Forms' tab to link our compliance form to this task.



As there are no compliance forms already linked to this task, click Create Form 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:

OptionDescription
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 AssessmentThis will allow us to access our compliance form templates.
OHS ChecklistThis will allow us to access OHS Checklists. This feature will be discussed in training module 2.2 – OHS Checklists.

Accessing your JSA Template

From the Risk Assessment option, click Risk Templates.

Click the 'Training' category we created to display our 'Working with Heights' template.



We have several options here:

OptionDescription
Create JSAThis option will allow us to use the template we have created to add a compliance form onto our task.
View JSAThis will give us a quick summary of what information is included in our JSA. This is useful if you have several JSAs of similar names to ensure that you're adding the correct one as 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 Create JSA.



We can now edit the form's settings. The form name has been pre-filled but you can edit it. You can choose who this form should be assigned to. This can be useful for notifying management that the form has been completed. You can also link this form to an asset.

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

Click Create Form to continue.

Once the form has been created, you can now view it. This is how the form will look when being completed by office staff. You can still edit the main information for the form again (reported date, linked asset, contact, etc) and you can now view the form Checklist.



Any completed checklist will display in the table here. As we didn't complete our training form, only one is available for now. We can now fill in our checklist to complete the form.

OptionDescription
DocThis is a link that will allow you to access any documents that have been linked to the checklist item.
FormThis is a link that will allow you to access any forms that have been linked to the checklist item.
PassSets this Checklist Item as Passed.
FailSets this Checklist Item a Failed.
N/ASets this Checklist Item as N/A.
Checked byIndicates who has competed this form.
NoteThis 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 relevant box above is a statement from your field staff that they have read and understood the form checklists. Once this has been done we can now change the status of the compliance form to Closed. We can also delete the form via the status dropdown if we created the form by mistake. (This will only delete this specific instance of the form and not the form template.)

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

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Now we'll look at how this displays in the mobile view.

Log into field.aroflo.com and select a job. You can re-use the task we used for the Office training above, otherwise, log into Office to create a new job for testing.

Once you have your task opened, scroll down and click on Forms.


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Now it's time to select which type of form you want to add onto the task.

Spec Forms – This will filter the forms available to you 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 – Displays a full list of forms available.

Task Forms – Displays forms that have already been linked to the task.


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Click All Forms > Risk Templates to find the Risk template that we created earlier.


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Then click into your 'Training' category for Risk Templates.

As you create more categories and forms, they will appear in this list.


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Then click 'Working with Heights' to access the form, followed by Create to create the form.


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Now we can start filling in our checklist items.

Assign a value of 'Pass', 'Fail' or 'N/A' to the checklist. The pencil icon  to the right hand side of the checklist allows you edit the form for THIS specific instance of the form. For example, you may have site specific issues that may not be covered by your Risk Template.

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


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Click the risk level button to set your residual risk level after you have applied the control measures.

This will slide across, allowing you to set a Severity and Frequency to determine the risk level. Click Done once finished.


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Once all the checklist items have been completed and the residual risk level has been determined, scroll down to save your answers.

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

Once finished, they can close it to indicate it has been completed.

A signature can also be captured to confirm acceptance. This can be set as a requirement before the job can be closed.

Once the form has been saved, the task sheet will open again so we can start work on the job.


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Creating Assessments

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There may be some situations and scenarios when we don't have a relevant created form for the task at hand.

In these cases, your field staff can create an Assessment and detail and complete the required fields.

This is done from the Forms menu from within Field.


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Navigate into All Forms and click on Create Assessment.


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Once the Assessment has been created you'll be able to edit the basic information for the form. By default the name will always be the name of the task.

Click Save to confirm.

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


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Click Add Checklist Item to start adding your checklist items.


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We can now fill in the required details, following the same format that we followed earlier when creating our risk template.

Set the Activity, the Risk for that activity and then the Control measure we're going to apply. Lastly, 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 will allow you to build an assessment from elements from your risk templates.

This is an Ad-hoc form and a template will not be created for future use as this feature is designed to allow field staff to quickly and easily create custom forms for infrequent and 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 to include elements from the other fields in your checklist as this is the main field that will display on both the print layout and on the mobile device.

Unlike a Risk Template, an Assessment can only have ONE risk and Control per activity; however, you can have as many Activities as you need.


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Click Save and then click Back to return to your Task.


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Now that you've added your Activity, your checklist item will display. You can now select 'Pass', 'Fail' or 'N/A'.
Click the pencil icon if you need to edit the activity. This will take you back to the original data entry screens.

Click on the risk level button to assign a Risk Level. This will be the Residual risk level after the control measures have been applied.


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Scroll to the bottom of the form once the activities have been completed to mark acceptance and close the form.

Remember, once the form has been closed you won't be able to re-open it. This prevents someone from re-opening the form after the job has been completed.

Save the form to return to your task.


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