Safety Monthly October 2024 Webinar

I think we are now live. I see participants, I see people adding in. Okay, perfect. Well, happy October everybody. I can't believe it's October. I think I say this every time, like I just can't believe what month it is. It is definitely has been a busy season. So we are going to run through a few things today, and for anyone new, I'm Gen Watley, I am the Product Manager for Safety. I'll let Gaston introduce himself. Hey. I'm Gaston Kurtz. I'm the technical product manager for HCSS Safety. And I see a lot of familiar names. Can you guys hear us just to make sure we're not talking into the void? Thumbs up. Alright. Perfect. Well, let's go ahead and talk over what we are covering today as people are filtering in. We have some really interesting things. Sent to shop on outstanding items. So this is Oh, we're not fully going in, but Yep, sorry. No worries. So sent to shop, which is an extension of a lot of the inspection and follow-up workflow. We've been working on this for months. We've been working on since the start of the year, and this is one of the last pieces. Similar to that is the email and third party follow ups. So we'll dig into that, give a little bit of context, and if you have any questions on that or anything inspection or follow ups related, let us know. We want to make it so easy for you all to be able to input some of these changes into your safety program. So feel free to raise a hand, throw in some questions, chat with us, or message us after if you're not comfortable asking in this group setting. And we'll also talk about just some small improvements on root cause to Excel export, and we have some open questions that Gaston's gonna walk us through. And and that is more about, hey. We have this extra field that we could be sharing with you all, but is it useful? Should we spend time on this? And then I'll be talking about something really exciting on the Field app in iOS. We've had our meetings module and we're upgrading it. We're optimizing it. And so I want to show you what the list view looks like, and then I want to go into just two open questions we have that's going to help us understand what are some pain points, what are some needs on the the meeting page itself, where people are putting in their attendees, their agenda, and everything like that. So quite a few things to cover. Gaston, am I missing anything or do you want to just start running through? No, I think you got it. And my big takeaway was I need to speak very quickly. No, no, no, no. We we want to be thorough. So no rush. I can also, it takes up my open questions and just message people after. So feel free to take your time. Well, let's let's dive into Notify Shop. And I'm going to start out just by going over a little bit of how it currently works, just in case you're not familiar. So right now, if you own both Safety and Equipment360, you have the option to have failed items on inspections for specifically equipment items, send an alert over to Equipment360, and then the shop manager there can then turn into a work order, and that work order can then send updates back to the follow-up, the inspection follow-up, and and so on so that you can help more easily coordinate with the shop for that failed item and getting it all resolved. So if you have E360 and you're you're wondering, hey, wait. I I don't see this anywhere. It's a it's a preference in the ATSC credentials page. If you go to company settings and then mobile preferences, just select that checkbox for send inspections to E360, and then you'll you'll have that taken care of. And then on the mobile side, the way it currently looks is there's a toggle here where it says notify shop on the mobile inspection, and it only pops up whenever you hit an item to fail it. And if that toggle is on when you send the inspection, then it creates that alert in E360. But what we've what we've heard from a few of you guys is what if somebody didn't toggle this on to notify shop when they sent the inspection? How could you make that alert in E360? Now you're having to pick up the phone or send a text message or something like that, and then it's being taken care of outside of the system integration, which is a lot more of a hassle and can cause confusion. So what we are adding, it's not quite out yet, but it should be out very, very soon. It's currently something that we're it's currently in testing. So we're we're basically done as long as we don't find any issues with it, is we're just going to add a notify shop toggle in the outstanding items screen when you're looking at your inspection items. It's only gonna show up on your failed inspection items that have not already been sent to shop. And I will note that we do have some other scenarios to cover if, say, you select a whole bunch of items and you're trying to edit them at once. We have that all covered. Won't go into the nitty gritty of But basically, if you toggle this on and then you hit save, then it's gonna go ahead and create that alert in E360 so they can make the recorder just as if they done it on the mobile side. I think that about covers notify shop. Am I forgetting anything, Gen? For some reason, I feel like I am, but I don't know if I'm making that up. I think the the only thing that you're really forgetting is that you're talking about kind of how this works. You didn't point out that if something is if a follow-up, is turned into a work order, it sends updates back to the follow-up, but you you forgot the the really important part of if it's closed in E360, it's completed, it actually will go ahead and close it in Safety, so you're not having to to manage as many. Although we do know about, you know, the repeated reports of the same item, which if you look inside inspections and follow ups on mobile, we group those together right now. And we're exploring, is this a good pattern to maybe take into E360 so you can group things together and mass close out? So we have we have a note there. Also, we have two questions. I wanna go over those first. Yeah. Mentions, you know, we turned off that in E360 because many of the failed line items in the inspection are not fleet related. And said, we we hear you. That's actually why we're we're looking at this and building this up. What we're trying to do is build a workflow so that you can say, we have a preference in our environment to toggle off. So we're gonna default off that notify shop button. And then when you're in outstanding items in the screen here, have people who are in the office, maybe a little more detail oriented, who can say, okay, these things are fleet related. We do wanna go ahead and send these over. So let me know in the chat or in an email. Does that fit your desired workflow or are there things that you have that fall outside of it? And this this notify shop toggle being a a prerequisite before we could do any of that. Because it's not great if you turned it all off in mobile, but now you can't send it anywhere else. That kinda gets you stuck. So so do let us know on that. And Jessica asks, how is the shop notified during a safety inspection? I can take so much to that. Yeah. I was gonna say, you take that. Yes. There is a lot to it, but I I don't know if you're familiar, Jessica, with the Equipment360 screen, but basically, there's a section that has alerts. And whenever you have this notify shop toggle on, either when sending the original inspection from mobile or once we release this this new update, whenever you're saving in an outstanding items, then an alert shows up on that E360 alerts panel in the Equipment360 screen on desktop. And then someone can then click on that and they have the option to turn it into a work order or not. It's it's up to the shop manager at that point. And if they do turn it into a work order, that's when all of the rest of the integration takes place. Like Gen mentioned, if as they do updates, it'll send some of those updates over to the inspection follow-up so that you can see that on the Safety side. And if they close out the work order, then it will close out the follow-up as well with a note. Yeah. So I don't see any more questions coming in. So, Gaston, feel free to to, head over, into actually, oh, Sid shares, our workflow right now, I'm assuming right now, is to have the field employee always send in a maintenance request instead of having a failed inspection item to create that work order in E360. And so, I'd love to talk more, you're doing that right now because we don't have that default off and we haven't had this notify shop, which now exists in outstanding items. Because what we wanna do is make this seamless. We don't want people having to fill an inspection out finding an issue and having to tap more buttons and reshare the same thing. We want folks to be fast in the field. So let's talk more on that. Gustin, do you wanna go to your next section? Yep. Let's do it. So another update that we're going to be releasing very soon. It's not quite ready yet, but I'll give you a quick preview, is in our incident export. Currently, the root cause export has I don't know why my slide's not advancing. I'm clicking, I promise. There we go. So we have these columns available in the root cause details, and what we've asked for is some additional columns that give you more context on this root cause export. And so we're gonna be adding those really soon. We're gonna add job code, job description, recorder code, recorder name, and recorder email. And as far as the recorder information that lines up with our other two Excel, other two incident Excel exports for, I believe it's summaries and details. So I have that same recorder information here and root cause. We actually have a question about this and it's not just about this export, but it's about the incident exports in general and the information available in exports. And that question is well, let's get some context first. So in incidents, it's the only module where you have the ability I actually I think I have a slide for this. I'm gonna skip ahead. It's the only module where, if you see this bottom right screenshot, you actually can select the recorder for the incident. Most of our modules in Safety, we just take whoever the person is that's logged in, we mark that as the recorder, and it's done. Right? But in this case, for incidents, maybe you need to mark a certain person as the one who's reporting it, and it might not be the person who was logged in for the the original incident to be filled out and sent in. What we're we're wondering is, do you guys sometimes need to know who the person was who was actually logged in when this was sent? I don't know if we call that we'd maybe call that original submitter or something like that. We actually do track that in the background. It's just not shown anywhere in HCSS Safety. And so one of the things we were considering is if you guys actually see this as a need, maybe we could add it into some of these Excel exports, one or more of them, so that you could discover that information if you needed it. Or would you say, oh, no, no, I actually need it in, you know, here shown somewhere in the incident case or something like that. So, that would be our question. Do you need to know the original logged in person who submitted an incident? And if so, would having an Excel export cover that or would you need it to be, you know, in other places? And how would that need look for you guys? And so feel free to to add that into the, chat or q and a, section. We we just wanna know, is it useful to know whose device it was submitted on? Because you can overwrite it. You can say, Gaston has the device, but Gen is actually the person who saw this and wants to record it, so he hands me his device. You might want to know this was reported on Gaston's device. So, that's kind of the context to that. And it looks like we're getting some feedback of yes, yes it would be useful to know. So sounds like a check mark to that question. Okay. Preston, is it should I be taking over sharing? That is up to you. I can click slides for you if you trust me, or if you wanna just control that yourself, then just, take it over and kick me out. That'd be fine. You know, I trust you, but I've gotta switch between a few different things. So it might be easier just, let me know. Can you see my screen? Nope. I don't think so. Let me stop sharing my screen. See how that works for you. I'll reshare just a mentioned that knowing who recorded the incident is useful but not critical in their process as just adding on to that that question we just asked. Sounds like it's a good it's a good nice to have. That sounds like the context that that we're hearing from y'all. Yes. That's kinda what I'm picking up, and you guys correct me. Sounds like it's it's nice, could be useful, but it's not some mission critical thing that you guys absolutely have to have. And can you see my screen now? I am seeing your screen now. Perfect. So now we're gonna switch gears a little bit going back to follow ups. So we're talking about inspection follow ups and the relationship to E360. Now we're talking about follow ups. Could be equipment related, could be non equipment related, any of that. So just for for context, we've largely been talking about the follow ups for your your users who are logged in either to to Safety Web over here and can see how something been sent to the shop. What's the status of a follow-up? Who's assigned to manage it that way? We've also been talking in the past about the follow ups that exist on mobile, which you can now see you're assigned to me. You can see all of the open follow ups for the jobs you have access to, and you can see the closed follow ups so that you can audit where things closed well. Is there anything that it needed more context? What we haven't really talked that much about is the follow ups for third parties. These are the follow ups that you can assign to someone who is not in your setups and they are someone external, but you need to assign this to them reason they've got something they can help on, or there's someone who did some work and you just want to let them know like this isn't quite hitting the mark. So what happens right now is when you assign that follow-up, you have to type in their specific email, which we're keeping that, and then they get only the unique link to that specific follow-up when their email is put into the assigned to field. So that is what works for both logged in and non logged in users. And if you're not remembering exactly what this is, looks like this. It's a big gray screen, lots of boxes. So we're upgrading this for logged in users. What's gonna happen for them is when you go, you don't have to type in free text to everyone's email. I don't have to sit there and go, okay, I'm gonna assign this to Gaston. I'm gonna do gaston.kurtz@hcss.com. I'm gonna be able to just click and then say, put in G, oh, I can see Gaston, I'm gonna select it. And that's how it's gonna work for logged in users. So that is a big upgrade, it's gonna help reporting, it's gonna make it easier in the field, and it's gonna be a better mobile layout, and I'll walk you through that. And also, the page, the inspection follow-up page, will actually have a link to equipment details. So you might have a follow-up you're looking at and you go, what are the other follow ups that are for this piece of equipment? Has this been locked multiple times? When was the last inspection done? Things like that. So you can expect this near the end of October. And I'm gonna go ahead and pull up the web follow-up. So this is our prototype. So I'm not logging in live to show it to you, but it looks just like this. So it's organizing everything kind of the same way. You can see your inspection item notes, you can see your photos, and if there's more photos, it just says plus ten more, so you can say yes, I wanna see all of them, but it just makes it easier for scrolling, especially on mobile. And over here, we can see the equipment is something from Star Wars, Gaston Space fan. But this is your link to the equipment details page. So you can easily go get more information. And this is what I was talking about with the assigned to field just to demonstrate that. If you come in here, you can Oh, if I was on the right thing, you can actually select and if someone has an email in setup so you can see it so you know they're getting that notification. And if there's not an email associated with it, they're not going to get an email. So that's just one note that if you want people to be able to get those email notifications within your unit, their emails need to be in setups. Thing for phone numbers. Because you can actually get follow-up texts. So if people have phone numbers, but we didn't want to expose everyone's phone numbers here, that is not shown. Yeah. It's not shown here, but if you have it in HCSS setups, you have it in their employee record or, you know, in the employee library if that's where you're managing it, which, of course, you could set this all up through DIS to automate it, all that. We won't get into that. But if you have those phone numbers in there, they can get a text message for this stuff. You're sitting there thinking, I don't really wanna do that. That's that's a lot of work. That's okay. Because, for people who are your users, now on mobile, they can see the assigned to me and all open. You could also make it a habit for yourself or project managers or supers or whoever's coming on the job site of saying, take a minute when you're in your truck just to look at that module, look at the open follow ups and assign things out to people or go and talk to them and say, hey, Gaston, you you were the person that reported this. I think that you could fix this or who should, like who should own this? So those conversations on-site can definitely be had through the mobile application. This follow-up and assigned to, is an extra workflow that can definitely help you if you just want things to be a little faster, when you're not on the job site. So all the the main components are here, your follow-up history, your follow-up photos. This is where you go to add new. You can easily see, them within here, and I just wanna show this is what it looks like on mobile, just a little smaller, a little trimmer. And I think that is the the main points on this. I'm going to switch back over here because there is one thing I wanna make really clear and also check-in on. So this is what I was talking about earlier. The logged in user can see all these names and emails if they exist in the system, so they can easily say, I don't want to type in Gaston's email. I'm just gonna select him. It fills it in. Non logged in users who can only get that specific follow-up if someone has their email and they type it in, now they're getting that email, they can click the link and look at this. They will not be able to to see this list. They won't see the list of people, they won't see emails, all they'll be able to see is who it was assigned to, which is going to be them. Is this something that that we like? We like this extra layer of like, let's not show everyone the list of people that exist in our setups. And if you feel strongly it should be another way, let us know. We think this is a sensible path, but we are always looking for feedback. So feel free to share that in chat. And I know we we still have a little bit to cover, so I'm gonna go ahead and plow through this. So I'm gonna talk about meetings in the last eight minutes that we have. So we are improving the mobile experience for meetings. There's there's some things that, you know, we've heard just a little bit of challenges that people have. We are making it easier to see these scheduled items over the next few months as well as just the ones that are upcoming, see things that are overdue. We're making it easier to know the meeting subject. We're making it easier and quicker to see past meetings. Right now you have to go to the calendar and say, show me this week, okay, show me the other week. And it's just harder to do a quick scan and say, what topics have I already covered? And we're making the way this looks and feels really similar to inspections. So when you're training teams, you train them on one or the other, and you don't really have to spend that much time because they're very, very similar. So I'll walk you through what that looks like. But before I do, I just want to point out one thing, that we've heard a little bit of challenge is on the current, meetings list view. You can have multiple things scheduled, either for the same day, for different days, and it shows you the job. It shows you the type, and it shows you the time. And just to refresh everyone's memory, the kind of folder structure for meetings as it goes type, topic, and then subject. And we've historically been showing the type here and we wanna hear, is it good for us to actually switch that? Because the type is gonna be similar pretty often. But the thing that people are actually talking about is the subject. So for example, this is showing confined spaces checklist. That is the subject. And then the type is toolbox talks. The current convention in here, this would be toolbox talks and you would not even know are we talking about confined spaces. And so we're making that switch. We hope that one is a good one. Let us know if that is useful. And I'm gonna save the open questions and I'm gonna just switch over to sharing this mock up. So within here, just like inspections, you have your open, you have your scheduled, and you have your completed. And just to remind everyone, the current convention is you go in, you've got calendar icon, and you can only see a week at a time. This is making that much easier. You see in one scroll just everything. So like I was talking about earlier, you can come in and quickly see, ah, okay, so we covered these things in the past. I don't want to cover these topics because we talked about them pretty recently. So it's a great refresher, especially if you're going between different job sites. And this over here is just showing the transaction queue. You may have noticed that if you send something, you can see if it's pending, so it hasn't sent or it's retrying or it failed. You don't have Internet connection. So just a heads up that that's something that exists in there, and it's easy to see here. We're trying continually make it so you never have to tell a user in the field how to find the transaction queue in settings. Some of you know what I'm talking about because it can be really annoying and frustrating. We're trying to put this right in front of your guys out in the field so they know what's happening and they don't have to go wonder or get frustrated by it. And same thing with scheduled. If we're trying to make it easy for people to know what is scheduled for me for this month, what is happening the next month. So no one can tell you, I didn't know this was coming. It's right here and if you schedule ahead of time, it's gonna be there for at least two months. And what's happening here in open is just like I said, you can see your overdue items, which shows for fourteen days after it first happens, and it's always here at the top. So if anyone is submitting other meetings and they're not submitting this scheduled one, there's no reason for that. It's right there in their faces. So you can have a conversation of just what's going on here? Why are you missing this? And hopefully this can help. I know there are very specific topics that have to get covered and you want people to be able to say, oh, I was out that day or, you know, we were rained out. It is going to stay there. And then within this, the upcoming scheduled meetings. This is pulling the items from scheduled for the next seven days just within here. So it's very easy to see this is upcoming. And then in progress, these are things that people have started, maybe not finished. So if people have the workflow of creating something the the the night before, the week before, and they're planning out their meetings in advance, they're gonna show up just within here. And one small improvement is if you've got something that has multiple, multiple topics, subjects on it. If you have, you know, a training meeting where you're training for a full day and you're setting that up in advance, you can click to just see what is everything within here, without having to fully go into the meeting. So trying to speed things up for y'all. And trying to make it so you don't have to keep opening a meeting and then backing out, and then opening the next one and then backing out see what the agendas are and constantly losing and having to refine your place and all of that in the list. Trying to make it easier, and it is, always a challenge to know what is what is the best way to make it easier, for everyone's different workflows, Which brings me to my open questions, and we are right at time. So I'm gonna fly through both of these. Feel free to chat in if you've got one or another, if you have any feedback on this. But open question is, have your crews ever had challenges with getting all crew members added, all crew member signatures, getting photos if you require photos to be sent in, getting meeting notes, no, do you wish you had required meeting notes, or just choosing of relevant meeting subject. These are the challenges we we wanna hear about because right now is the time that we're designing the new screen for meetings. And there's all sorts of stuff we can do with the layout to try and make it, you know, just push people towards, you know, adding absolutely everyone, not forgetting anyone or submitting photos. So let us know if your crews have ever struggled with any of these things and which ones are important. So that's first, I have two. And my second question is, do you have a prescribed workflow for adding crew members? Do you prefer if they add members, you know, maybe at the start of the day or is it before you hold a meeting you're taking attendance or is it after? Depending on which one, there's just different workflows we could be putting within meetings. And here's our first rough draft. We're looking for feedback on this and taking meetings to run through it with anyone if anyone wants to volunteer to give their specific feedback on this. And then the other thing is, do you require each crew member to sign the meeting? Is that something that you're trying to get more from your teams? So I think we are just at time. Are there any questions that we need to cover, Gaston, before we break? No other questions. Sid did mention that he agrees that subject is more important than type whenever it comes to that list screen. Scott just posted that he said, would like to have required signatures and photos for my company's use. So being able to require the signatures, being able to require the photos, basically making some required fields here in the meetings. Oh, no. Those are the those are the things we wanna hear now. I'm saying what what are the the small things we could be doing? What are the things we're missing? Or what are the big things? You know, we can't do it. We can't prioritize it unless we know it. So I know we are right at time. If there's any comments or other things we've missed, we're definitely going to review that reach out if we have any questions. But for now, you for joining us for our thirty minutes. We try and stick to time and hope you all have a great October. Yep, and then if you really feel strongly about meetings, shoot us an email. We'll set up a meeting with you. Are taking meetings on meetings right now. Yeah, intended upon. All right. Well, happy October y'all. Hope y'all have a good one.